A polished team photo can speak volumes about your brand—but what goes into creating those seamless, professional images? The title From Setup to Delivery: Our Team Headshot Process Explained lays out exactly what this blog aims to clarify: how the entire process works from the moment your team books a session to when you receive the final, edited portraits. Whether you’re organizing your first company shoot or want to streamline the experience for a growing team, this behind-the-scenes look will guide you through the full journey. To explore flexible options designed for businesses of all sizes, check out our team headshot packages tailored to your needs
1. Pre-Session Preparation: Aligning Everyone
Stellar headshots begin well before the shutter snaps. Our process starts with a meticulous planning period, working to ensure everything goes off without a hitch on the shoot day and produces results consistent with your brand’s voice and professionalism.
Consultation & Discovery
We start with a discussion to learn about your business, style, and number of team members. Important
topics we discuss:
● Company branding: Is there a particular set of colors, backgrounds, or mood to match?
● Location preference: Do you want an in-office setup at your office or prefer a studio session?
● Team structure: Will we be capturing individual portraits alone or department groups or leadership teams as well?
Scheduling
We coordinate with you to create a schedule that disrupts business as little as possible. Larger teams take advantage
from staggered time slots to maintain business continuity during the shoot. This phase also involves sharing protocols with employees—what to wear, how to prepare, and what to expect.
2. Setup: Bringing the Studio to You
We come in early on the day of the shoot to establish a fully functional, mobile studio setup. Regardless of whether the session is held in a conference room, lobby, or rented facility, we turn it into a professional photo area with attention to lighting and arrangement.
Equipment and Lighting
Top-of-the-line cameras, studio strobes, softboxes, and background systems are all included in the equipment
we use. This guarantees:
- ● Even lighting for all team members
- ● Complimentary angles that enhance confidence and personality
- ● Versatile backdrops that complement your brand or office aesthetic
We usually provide a few different options for backdrops, like bright white, dark gray, or brand-tinted tones,
so your headshots match your company’s visual style.
3. Shooting: The Experience on Camera
Now that the groundwork is laid, it’s time for the one thing most people least like to do—but end up loving:
sitting in front of the camera.
Making Team Members Comfortable
We realize that not everybody enjoys having their photo taken. That’s why we keep the environment relaxed and supportive. Every individual is provided with:
- ● Some time to get comfortable
- ● Guidance on posture and facial expressions
- ● Several shots taken to capture the most natural and professional appearance
Rather than rigid or awkward poses, we strive for open, confident portraits. That requires uncluttered
communication and a calm, unhurried pace—something we prioritize at every session. Multiple Takes, One Great Shot
Each team member is photographed several times so we can choose from a variety of expressions and angles. We’ll mark the best selections for each individual and send them for your review during the proofing stage.
4. Proofing and Selection: Choosing the Best Shots
Once the session concludes, we transition into the electronic stage of the process—proofing. This phase provides you and your team with an opportunity to select which photographs to complete.
Online Gallery Access
We offer a private online gallery in which each team member can:
- ● See all their images privately
- ● Compare various facial expressions and poses
- ● Pick the favorite(s) for retouching
We can also grant admin-level permission if an HR or marketing manager must approve selections across the company.
This cooperative step makes sure that everyone is satisfied with the end product and provides your team with a feeling of ownership in the process.
5. Retouching: Enhancing Every Image
After making the final selections, we start the editing process. This step is not about polish, but perfection—having a natural appearance while improving clarity and consistency.
What’s Retouching Include:
- ● Smoothing skin tone and removing blemishes
- ● Whitening teeth and brightening eyes
- ● Flyaway hair trim
- ● Cleaning up the background
- ● Color balancing
We aim to show your best self in every team member without overediting. The outcome? Professional, natural portraits that reflect your company’s image and honor each employee’s uniqueness.
6. Delivery: Quick, Adaptable, and Plug-and-Play
Your finished images are delivered through an orderly, easy-to-use system after editing. Whether you’re a startup company or a 200-employee business, we offer digital delivery solutions that make your marketing and HR people smile.
File Types and Sizing
You will receive:
- ● High-resolution copies for printing
- ● Web-optimized files for your website or intranet
- ● Optional square crops for platforms like LinkedIn
Need a version with a transparent background? Just let us know during the planning phase—we can prepare that as part of your final image set.
Turnaround Time
Final edits are typically delivered within 5–7 business days after photo selection. Expedited services are available if you’re working on a tight launch or rebranding timeline.
What Makes This Process Work?
The key to the success of any team headshot initiative is the system upon which it is based. Our method is founded upon:
● Preparation: Reducing surprises through early alignment of goals and logistics ● Efficiency: Maintaining sessions streamlined and time-efficient
● Communication: Ensuring everyone feels confident, comfortable, and valued ● Quality control: Providing photos that exceed expectations and last for years From first inquiry to last download, we remain committed to providing value—not only photos. How to Get Ready Your Team for the Greatest Outcome
To get the best results out of your session, try these fast tips to get your team to look and feel their best:
● Dress in solid colors or muted patterns—those are easier to photograph than large prints. ● Steer clear of logos or brand names unless incorporated into your company uniform. ● Groomed neatly—a good haircut and trimmed facial hair can make a big difference. ● Pack basics such as a hairbrush, lint roller, or touch-up makeup for speedy fixes. ● Unwind—your photographer is there to walk you through the entire process.
A quick pre-session email from HR or the marketing team detailing these tips can make a significant difference.
Why Professional Headshots Matter Now More Than Ever
You might ask: is all this really worth it? In the remote-first workplace, the answer is a solid yes. Here’s why:
- ● Remote-first businesses require sleek, consistent images for trust.
- ● Client-facing teams appreciate presenting a cohesive look throughout proposals and meetings.
- ● Your website and social platforms are frequently the initial contact points for potential clients or employees.
In short, headshots are part of your brand narrative. And just as your logo, website, and
messaging—they need professional touch.
That’s why businesses keep relying on the expertise of photography professionals like dnb Productions to guide this
process with care, creativity, and business acumen.
The Bottom Line
Having fantastic team headshots isn’t merely about taking a few snaps. It’s a well-thought-out process that starts with understanding your brand and ends with professional images that work across every platform.
From setup and coaching to proofing and final delivery, each step in the journey is designed to make your team look—and feel—their best. The result? Headshots that build trust, unify your brand, and elevate your team’s visual presence.
Whether you’re preparing for a website overhaul, onboarding new team members, or simply refreshing old pictures, a concerted and deliberate headshot process is the best investment to make in your people’s brand.