Now that you’ve scheduled a headshot session for your office, you may be wondering the best way to prepare. Coordinating photos for an office full of people may seem like a daunting task, but in my experience, there are a few things you can do to make the day go smoothly. Follow these three steps to prepare for your office headshot session.

1. Communicate clearly

Send an email to all employees who will be involved including all the details they will need to know. This includes the date, location, and time, along with your expectations on what they should wear. Send this same information on the Monday of the week when headshots are happening as well as a reminder email the day before the session.

2. Create a sign-up sheet with timeslots

The last thing you want is employees waiting around all day anxiously waiting for their turn in front of the camera. Instead, create a sign-up and give them timeslots they can sign up for. This way each employee will know the exact time they need to show up for their headshot.

3. Tell employees what to expect

Give everyone involved an idea of how the headshot will go. For example: "You'll arrive to the conference room at your scheduled time (please see attached copy of the sign-up sheet). The photographer will greet you and tell you exactly how to pose. She'll take a few photos then you'll look at each photo together and choose your favorite”. Sharing these details will help everyone feel prepared and at ease since they will know exactly what to expect.

BONUS: Provide breakfast for the office

Let everyone know ahead of time that you will be bringing in breakfast the morning of the session. Arrange a simple table of bagels, breakfast burritos, or fresh fruit. This will give them one less thing to worry about in the morning and help them feel relaxed and ready to go.

The keys to preparing for an office headshot session is to communicate clearly with your employees leading up to the day and coordinate all the little details to make sure the day goes smoothly. If you follow these easy steps, your session day will be relaxing and fun for everyone.