How to plan a team photo day for your business

To plan a team photo day, list every page and channel that needs photos, then build a shot list of headshots, people at work, your space, and products. Pick a dress code, schedule headshots in short time slots, tidy the space the day before, and shoot workplace photos before opening or after close so the day isn't disrupted.

Start with where the photos will go

Before you think about the shoot, list where the images will live. Most small businesses need the same core set: a homepage hero, a team or About page, service pages, a careers page, Google Business Profile, and a few months of social posts.

Each spot needs a different kind of photo, so this list becomes your shot list.

Homepage: a wide photo of your team or space that sets the tone
Team page: matching headshots of everyone customers will meet
Service pages: your people doing the work
Google Business Profile: exterior, interior, team, and products
Careers page: candid photos that show what it's like to work there

Build the shot list

Group the shots into four buckets so nothing gets missed. Share the list with your photographer ahead of time so they can plan the order and lighting.

Team headshots, plus one group photo
People at work, at desks, with customers, or on the job
Your space: storefront, entrance, waiting area, and workspaces
Products and details: what you make, sell, or use every day

Schedule headshots in short slots

Headshots go fastest when people know their time. Post a sign-up sheet with short slots so nobody waits around, and schedule anyone camera-shy in the middle of the day once the setup is dialed in.

Keep notes on the background and lighting so new hires can get matching headshots later.

Pick a dress code

Consistency is what makes a team page look professional. Choose a simple rule, like solid colors in your brand palette or business casual with no logos, and share it a week ahead.

Prepare the space

Clean the day before, because everything in the background shows. Clear desks and counters, hide cords and personal items, straighten signage, and turn on every light. Have products you want photographed clean and ready.

Keep the business running

Shoot empty-space and storefront photos before opening or after close. Plan candid shots during a normal but not slammed part of the day so the photos look busy without getting in the way of customers.

Written by Brendan Reynolds, Rochester, NY photographer

Quick answers

How long does a business photo shoot take?

It depends on team size and how many spaces and products you need. A shot list makes it easy to estimate, so share yours when you book.

Should team headshots be done in the office or outdoors?

In-office headshots with a consistent backdrop look polished and are easy to match later. Outdoor headshots feel more approachable. Pick one style for the whole team.

What photos should a small business put on Google Business Profile?

A clear exterior so customers recognize the building, interior photos, team photos, and photos of products or completed work. Real photos build more trust than stock images.