How to Capture Better Office Team Photos for Onboarding

When presenting staff photos for your business avoid:

• Using personal photos: Refrain from using pictures from vacations or casual snapshots from events like last year’s Super Bowl party. Personal images can come off as unprofessional. It’s better to have no photo than an unsuitable one.
• Inconsistent images: Don’t mix photos where one employee is in formal attire from a wedding, another is in their graduation gown, and someone else is in a casual polo shirt. This lack of consistency can undermine the cohesive look you want for your team’s presentation.
• Underestimating the importance of showing who you are: Displaying your team helps you become more relatable.

When planning staff photos for your business, consider these important things:

• The purpose of the photos: Before hiring a professional or taking the pictures yourself, clarify how the images will be used. Will they be featured on a billboard, your website, printed promotional materials, or business cards? For large-scale uses like billboards, it’s advisable to hire a professional photographer.
• What the photos should convey: Think about the message you want your images to communicate and maintain that theme consistently across all photos. Are you aiming for a relaxed, humorous vibe, or do you want a more formal, professional appearance? Decide on the dress code—whether it’s uniforms, business casual, or something else—and ensure everyone’s attire is consistent in the images.
• Use of the right equipment: With your purpose and style in mind, consider the equipment, location, and lighting. A DSLR camera is ideal, as it produces high-resolution images and, when used correctly, can enhance photo quality. If possible, borrow one from the office (a Canon Rebel or Nikon D5600 are good options). While some smartphones have excellent cameras, they might not be suitable for producing images intended for large websites or printed materials.
• Good lighting: The most critical element of a great portrait is lighting. Even with the best location and equipment, poor lighting will ruin the shot. Indoor office lighting, especially fluorescent lights, often isn’t flattering. Therefore, finding good lighting is crucial.
• Outdoor photos: If your office lacks a large window, take the photos outside. A shaded area near trees outside the building can work well. Pay attention to when certain areas are shaded and plan your photo shoot accordingly. Direct sunlight can create harsh shadows, so if it’s overcast, you can shoot anytime. Make sure none of your subjects wear sunglasses, as eye contact creates a stronger connection.
• Minimised background distractions: Once you’ve found the best lighting, consider the background. If your office has a busy backdrop, try using a DSLR camera or smartphone in portrait mode to blur the background. Separate your subject from the background as much as possible. For a cleaner look, use a solid, neutral backdrop, like a large poster board or a plain sheet. The focus should be on the team member, not the background, so minimising distractions is key.
• Editing your photos: After capturing some great shots, the next step is editing. If the lighting is good, minimal editing is needed. However, even great photos can be improved with slight adjustments, such as brightening the image or enhancing colour saturation. Use free editing tools like Canva or Picmonkey, or simple software available on desktop computers.

Poor Lighting

The mix of natural and artificial lighting creates competing colour casts due to different colour temperatures. Additionally, overhead lighting casts unflattering shadows under the eyes.

Distracting Background

The subject can be too close to a busy background, which detracts from the focus on the person.

Awkward Posing

The subject could be facing the camera head-on, making them appear stiff and wide.

Ideally, you should use soft, natural light from a large window for office portraits. Ensure it’s not direct sunlight, and position your subject facing the window or slightly angled toward it. Turn off other light sources to let the window light be the only one.

Quality Lighting

The soft, natural light from the window is perfect for portraits, evenly illuminating the face.

Simple Background

The subject should be positioned far from the background, which is blurred out in portrait mode.

Improved Posing

The subject should be relaxed, facing the camera at a slight angle for a more natural and a more flattering pose.