Company Headshots: Complete Guide

What the about page is asking for

The company “About” page is often one of the most visited parts of your website. It’s where you introduce your team, shape your brand identity, and build trust with clients, partners, and potential hires. When the about page calls for headshots of your team, it’s not just a request for photos—it’s a prompt to present your people in a way that reflects your organization’s values, culture, and professionalism.

A unified set of headshots signals that your company is organized and pays attention to detail. Visitors can quickly put faces to names, which humanizes your company and fosters connection. Whether your team is fully in-person, hybrid, or entirely remote, the about page demands a consistent, up-to-date, and high-quality set of images. This is especially important if your company is growing or distributed, where inconsistent or outdated photos can look unprofessional.

The “About” page may also ask for specific information: names, job titles, short bios, and contact details to go with each headshot. It’s important to clarify exactly what’s needed before you start gathering images. Consistency in format, image style, and accompanying details helps maintain a polished look across the page. Even small differences—like varied backgrounds, lighting, or image dimensions—can stand out and make the page look disjointed.

In summary, the about page is asking for more than just pictures. It’s asking for a coordinated presentation of your team, with high-quality photos that are consistent in style and format. This requires planning, communication, and a clear process—especially when your team isn’t all in the same place.

A shared brief everyone can follow

A successful set of company headshots starts with a shared brief. This is the document or message that explains exactly what’s needed and how everyone should approach their photo. Without a clear brief, you’ll end up with a mix of styles, backgrounds, and quality levels that don’t look cohesive on your about page.

First, decide on the style you want. Will photos be formal or casual? Smiling or serious? Should people wear specific colors or avoid certain patterns? Are photos to be taken indoors with a plain background, outside, or in a specific location? If you want a neutral background (like white, gray, or company color), make that clear. Include sample images if you have them, so people understand what you’re aiming for.

Second, specify technical requirements. State the preferred orientation (portrait or landscape), image resolution (such as at least 1000x1000 pixels), and file format (usually JPG or PNG). If you plan to crop images to a uniform size, mention the aspect ratio you’ll use. If you need head-and-shoulders only, clarify how much of the body should be visible. If you’ll be using a service to create consistent backgrounds (such as WorkHeadshot), let everyone know you only need a clear photo of their face and shoulders.

Third, communicate the submission process. Explain where and how to upload or send their photos (for example, a shared drive, email, or a specific folder). Set a clear deadline, and explain how approvals will work—will people get to approve their own photo, or will someone on the team make the final call?

Finally, keep the brief accessible. Post it in a shared space, pin it in your team chat, and include it in your outreach. Having everyone on the same page from the start will save you time and reduce confusion later.

Collecting photos from a remote team

When your team is remote or distributed across locations, gathering headshots becomes more complex—but it’s entirely manageable with a clear process. The key is to make participation as easy as possible, while maintaining the consistency and quality you need for your about page.

Start by distributing your shared brief to the entire team. Be explicit about the style, technical requirements, and deadlines. Anticipate that some team members will have limited access to good cameras, lighting, or neutral backgrounds. Offer practical tips: suggest standing in front of a plain wall, using natural window light, and asking a friend or family member to take the photo rather than using a selfie.

For remote teams, consider holding a virtual “photo day.” Schedule a window of time when everyone can join a video call with their cameras on. Provide real-time coaching on posing, framing, and lighting. If you have a photographer or someone with a good eye on staff, have them guide each participant through the process. You can take screenshots directly from the call, but for better quality, encourage everyone to use their phone or a digital camera.

If consistent backgrounds are important, you can use digital tools to help. Services like WorkHeadshot allow you to upload regular photos and receive standardized headshots with matching backgrounds and lighting. This is especially useful when team members are in different environments and you want a unified look.

Make sure the submission process is simple. Use a shared folder with clear naming conventions, or set up a form that lets people upload their photo along with their name and title. Send reminders as the deadline approaches, and be available to answer questions or provide feedback if someone is having trouble.

Finally, be sensitive to privacy and comfort. Not everyone loves having their photo taken. Offer guidance, be supportive, and make accommodations where possible. The goal is to represent everyone accurately and respectfully.

Naming files and getting approvals

Properly naming files and managing approvals are crucial for keeping your headshot project organized, especially as your team grows or changes. Disorganized files can slow down website updates and lead to mistakes, like mismatched names or incorrect titles.

Establish a simple, consistent naming convention before anyone starts submitting files. A common approach is to use the format: FirstLast-JobTitle.jpg (for example, JaneDoe-Designer.jpg). If job titles change often, you might stick with just the name: FirstLast.jpg. Avoid spaces and special characters to ensure compatibility with most web platforms. If you have multiple people with the same name, add a middle initial or department code to differentiate.

Set up a centralized place for submissions, such as a shared folder or a dedicated email address. If you’re using a cloud storage service, create folders by department or team to keep things tidy. Make sure everyone knows where to upload their files and check that you have the necessary permissions set.

After collecting all photos, review them for quality and adherence to the brief. If you’re using a background editing service, process the images as a batch and check the results for consistency. Share the processed headshots with each team member for approval. Some people may want to retake their photo if they’re not happy with the first version.

Decide who has the final say on which headshot is used. In some companies, individuals choose their own. In others, a manager or HR makes the decision to ensure brand consistency. Communicate this clearly in your brief and approval emails.

Keep a master spreadsheet or database that tracks each team member’s name, role, photo filename, approval status, and date of last update. This makes it easy to manage future updates and helps you stay organized as you add new team members.

Adding people who join later

Your company’s about page should always reflect your current team, not just the group that was present when you first collected headshots. As new employees join, you’ll need a process to seamlessly add their photos to the existing set without disrupting consistency.

Start by making the headshot brief part of your onboarding process. As soon as a new hire accepts their offer, send them the same guidelines you used for the original team. This ensures new photos match the style, background, and format of your existing headshots. If you’re using a background editing service or a specific photographer, provide instructions or a contact person to help them get their photo taken or processed.

Set up a recurring schedule to update the about page—monthly or quarterly works well for most organizations. Collect new headshots, process them as needed, and upload them to your site. Update your master spreadsheet to keep track of who’s been added and when.

For teams with frequent turnover, consider batching updates so you’re not constantly making small changes. Let new hires know when their photo will go live, and give them a chance to approve it before publication.

Don’t forget to remove headshots of people who leave the company. Set a policy for how long their photo should stay on the site, especially if they were in a prominent role.

Over time, you may want to refresh everyone’s headshot to keep the page looking current. Plan for a full team update every year or two, and communicate this in advance so everyone knows what to expect.

Frequently Asked Questions

Do contractors need company headshots?

Whether contractors need headshots depends on how you present them externally. If they’re listed on your about page or interact with clients as part of your team, it’s a good idea to include them for consistency. Otherwise, you can limit headshots to full-time staff.

How do I keep backgrounds consistent?

The simplest way is to specify a neutral, solid background in your brief and provide examples. If people are working remotely, you can use a digital service to replace or standardize backgrounds. Consistency is more important than perfection—just aim for a unified look.

What should the email to the team say?

Your email should explain why you’re collecting headshots, include the brief with style and technical requirements, give instructions for submission, and set a clear deadline. Offer tips for taking a good photo and provide contact details for questions. A friendly, concise tone encourages participation.

Who approves the final photo?

Approval can be handled by the individual, their manager, or HR, depending on your company’s preferences. Make sure the process is clear from the start to avoid confusion. It’s best to let people see their photo before it’s published.

Can people make their own if they miss the shoot?

Yes, team members who miss the scheduled shoot can take and submit their own photo following the same brief. Make sure they have access to the guidelines and support to help them match the existing style. Use the same editing or processing steps for consistency.

Make your work headshot

If you need to create a professional headshot from a regular photo, you can use WorkHeadshot’s online studio. It’s a fast way to generate consistent, high-quality headshots for your team, especially if you’re working remotely or don’t have access to a photographer. The platform offers several plans: Studio is $29 once for 24 headshots, Weekly is $12 for 16 headshots a week, and Monthly is $29 for 80 headshots a month. Your first headshot is free, so you can try it out before committing. For more details or to get started, visit workheadshot.com/studio.