How to Prepare Your Team for a Corporate Group Photo

When you’re organizing a corporate group photo, whether it’s for your leadership team, your whole staff, or a board of directors, preparation is everything. The better prepared your team is, the smoother the shoot goes, and the more confident and professional everyone looks in the final image. Below is a practical, no-nonsense guide to help you prepare your team for a standout group photo.

“Can we grab a quick group photo?”

So, the first and most important piece of information – group photos are not typically quick! In fact, they can be the longest part of the shoot. Why? These photos are not just about getting everyone in the shot. It’s making sure every person looks their best. It’s ensuring the lighting is perfect and even for each person. It’s finding a location large enough for the group (and usually requires rearranging some furniture). It’s important to realize the logistics and time commitment involved in getting a polished, professional corporate group photo.

Pick the Right Location (Space + Lighting = Success)

The most common issue I see with corporate group photos is finding the right location. These photos take a lot of space, more than most offices allow. Lobbies and large conference rooms work best (prior permission is often required to use lobbies, so keep that in mind). For flattering group photos you need:

Enough room to position your team with depth. not squeezed into a tight hallway or conference table. There’s no exact science as to how much space is needed, but you can estimate about two feet of width per person.
Enough room for me to frame the shot. I am usually a minimum of 10 feet from a small group get a great shot (without using a wide angle lens, which I promise you do not want!). The larger the group, the more room I will need.
Good lighting options. While natural is not required, it will make for a better image. In almost all cases additional lighting will be needed, so space to set up lighting without blocking anyone is needed.
Neutral or intentional background. The space will dictate the look of the final image. Styled lobbies, textured walls, branded spaces, or architectural elements look great – distracting clutter does not. If you don’t love of the Room We’re shooting in, you probably won’t love the final image.

Outdoors may be an option, but we all know Raleigh weather is fickle. There is no guarantee that the weather will be smiling upon us when we step outside. If we are shooting outdoors, we will need a large shaded area to work with. Midday light is not ideal, so outdoor group should be in the morning.

Set the Schedule

Timing can be a stress point for group photos. Most group shots are taken on the same day we are also updating your team headshots. If makeup is on site to get your team photo ready, it makes the most sense to start with headshots and schedule the group shot at the end. This means that everyone will need to be available for some period of time after they are done with their headshot.

When we wrap the last headshot, we will then need to get set up in the new group photo location. As mentioned before, this often requires moving furniture, staging the shot, and setting up new lighting. We will move as quickly as possible, but this process does take time. Again, it’s hard to say exactly because every space is different, but plan for up to 30 minutes of setup/posing time. Plan for 45 minutes for your group photo. Rushing this process will impact your final result.

Composition

To make a great group photo, composition plays a big role. It’s about balance, depth, and intentional arranging and posing. While a group of people standing shoulder to shoulder in a straight line is an ok image, is not a very compelling image. If possible we will use chairs, stairs or other architectural details to stagger the positioning of the group. We will arrange by height, clothing colors, and arrange your team in layers.

Coordinate Wardrobe, Don’t Uniform It

You want your team to look cohesive, but not matching.

Wardrobe Tips

Choose a consistent formality level (all business formal, or all business casual)
Pick 2–3 colors that compliment your brand palette to guide choices
Avoid loud patterns, small stripes, or logos that distract from faces

When you book your session, you will receive more information on clothing guidance.

Is a corporate group photo a good investment our team?

If your business tends to have a high staff turnover, your group photo may have a short shelf life. I’ve had a client lose a team member before their images were through retouching! Discuss with leadership to see if the time involved in a group photo is right for your team.

What if our Space ISN’T big enough for a group photo?

If photo is a priority for you but your office does not have the space to allow for it we can do what’s called a composite group photo. A composite image is created by combining multiple headshots into one final image, instead of photographing everyone together at the same time. A composite image It’s a good option for companies need flexibility to add and remove people later, or large groups that are difficult to gather at one time. These headshots are photographed in a specific way to be edited later, so we will need to know in advance that we are creating the image. Contact us for more details on a composite photo entails.

Please reach out if you have any questions about planning your corporate group headshot, or if you would like a custom based on your needs!