Burlington, Massachusetts-based Perceptive, a provider of clinical research to the biopharmaceutical industry, contacted me recently with a specific request: approximately 40 employees needed professional headshots during the lunch and mid-afternoon breaks of an on-site meeting.
With that many people and only two limited windows available, the assignment required more than a good lighting setup. We also needed an efficient process that would keep employees moving without making anyone feel rushed.
Creating a Studio Inside the Office
One of the advantages of on-site corporate headshots is that employees can participate without leaving the workplace or giving up a large part of their day. I bring the camera, lighting, background setup, and tethered computer needed to create a temporary studio at the client’s location.
For this assignment, Perceptive had recently opened a new wing, so we had plenty of room to work. I generally request an unobstructed area of at least 13 by 13 feet. That provides enough space for the subject, camera, background, lighting, computer station, and a comfortable flow of people entering and leaving the setup.
I used a white wall as the background and lit each employee with three narrow strip boxes. A separate strobe illuminated the wall, creating a clean and consistent white background across all 40 portraits.
Once the lighting and camera position were established, the setup remained consistent throughout the session. This ensured that everyone received a headshot with the same overall appearance, regardless of whether they were photographed during the lunch break or later in the afternoon.
Photographing 40 People on a Tight Schedule
The main challenge was time. Everyone needed to be photographed during two breaks in a larger company meeting, so there was little room for delays.
My intern played an important role in keeping the session organized. As employees arrived, she helped them sign in and kept the line moving while I concentrated on posing, expression, lighting, and the photographs themselves.
This division of responsibilities made the process much more efficient. Rather than stopping to manage names and administrative details between subjects, I could remain focused on the person in front of the camera.
We worked steadily through each group and completed all 40 headshots within the available windows.
Helping Employees Feel Comfortable
Most people are not completely comfortable having their headshot taken. Some arrive expecting the experience to feel awkward, while others may already have decided that they simply don’t photograph well.
I try to make the session comfortable by being relaxed and personable myself. Instead of immediately placing someone under the lights and asking for a smile, I start a conversation.
I might ask where they live or talk about their work and interests. When family comes up, thinking about their children will often bring out a much more genuine expression than simply being told to smile.
These conversations may only last a few minutes, but they help people stop concentrating on the camera. My job is to provide enough direction to position the face and body properly while allowing the person’s natural expression and personality to come through.
Reviewing and Selecting Images On-Site
Each employee was photographed while the camera was tethered to a computer. This allowed them to review their photographs on a larger screen immediately after the session and select the image they preferred.
On-site selection gives each person a voice in the process and provides reassurance that we captured an image they feel good about. It also reduces the need for employees or the marketing team to sort through galleries and coordinate selections afterward.
By the time each person left the setup, we already knew which photograph would receive final retouching.
Creating a Consistent Finished Collection
The selected headshots received professional finishing that included adjustments to contrast, saturation, and skin tone; minor blemish removal; and cleanup of the white background.
The objective was to give every portrait a polished and consistent appearance while keeping each employee looking natural and recognizable.
Despite the tight schedule, the session went smoothly, and Perceptive was very happy with the finished photographs. The company later noted that I was able to help them “in a pinch,” photograph more than 40 employees on short notice, and deliver headshots that turned out great.
On-Site Corporate Headshots in Greater Boston
A successful corporate headshot day should be easy for both the employees and the person organizing it. With the right preparation, an efficient check-in process, consistent lighting, and on-site image selection, even a large group can be photographed with minimal interruption to the workday.
Mark Mendoza Photography provides professional on-site corporate headshots for companies throughout Greater Boston and MetroWest.
If your organization needs consistent headshots for a small team or an entire company, contact Mark Mendoza Photography to discuss your project.