{"id":86373,"date":"2026-04-26T19:02:54","date_gmt":"2026-04-26T17:02:54","guid":{"rendered":"https:\/\/www.schepers-photography.de\/mitarbeiterfotos-vorbereiten\/"},"modified":"2026-04-27T13:00:24","modified_gmt":"2026-04-27T11:00:24","slug":"prepare-employee-photos","status":"publish","type":"page","link":"https:\/\/www.schepers-photography.de\/en\/mitarbeiterfotos-vorbereiten\/","title":{"rendered":"Preparing employee photos professionally - the checklist for HR & marketing"},"content":{"rendered":"
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Preparing employee photos professionally -
the checklist for HR & Marketing<\/h1>\n\n\n\n

A good employee shoot starts before the appointment. If you prepare properly, you will get better pictures, a more relaxed team and save time on the day of the shoot. Here you can find out step by step how to optimally prepare employee photos.<\/p>\n<\/div>\n\n\n\n

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1. clarify the purpose and visual language<\/strong><\/h2>\n\n\n\n

Before you make an appointment, define: What should the images be used for? Career page, LinkedIn, image brochure, press kit or annual report?<\/strong> The visual language depends on this - factual, friendly, dynamic or classic.<\/p>\n\n\n\n

Collect 3-5 sample images that you like and share them with the photographer. This creates a common understanding - which saves discussions on the day of the shoot.<\/p>\n\n\n\n

2. choose the location consciously<\/strong><\/h2>\n\n\n\n

On-location shoots in a real working environment look more authentic than sterile studios. Suitable are Offices, meeting rooms, production halls, workshops or outdoor areas<\/strong>. Make sure you have good lighting, a clear background and enough space for the camera and tripod.<\/p>\n\n\n\n

If your location has little daylight, we bring mobile lighting setups with us - this should also be agreed in advance.<\/p>\n\n\n\n

3. prepare your team<\/strong><\/h2>\n\n\n\n

Inform employees at least one week before the appointment: Who is photographed and when? What will the pictures be used for? How should you dress?<\/strong> Give a short outfit recommendation - it should match the brand, but not force anyone.<\/p>\n\n\n\n

Please also read our article Outfit for business photos<\/a> for concrete recommendations.<\/p>\n\n\n\n

4. plan the process realistically<\/strong><\/h2>\n\n\n\n

We estimate around 10-15 minutes of shooting time per person for a single portrait, slightly more for reportage situations. A team of 10 therefore needs at least 3 hours including set-up and dismantling. For larger groups we recommend a Half-day or day shoot<\/strong>.<\/p>\n\n\n\n

Tip: Distribute appointments so that not everyone has to wait at the same time. This keeps the team relaxed and productive.<\/p>\n\n\n\n

5. clarify image rights and GDPR<\/strong><\/h2>\n\n\n\n

Obtain written consent from all persons photographed - GDPR-compliant. Clarify whether the images will be used internally, externally or internationally. Please also read Image rights & rights of use<\/a>.<\/p>\n\n\n\n

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\ud83d\udccc My standard for image rights<\/h3>\n\n\n\n

At Schepers Photography you get the following as standard full rights of use<\/strong> to all images supplied - unlimited in time, unlimited geographically, for all your own media (website, social media, print, press relations, career, annual report). No extra charge, no small print. An exception only applies if, before the shoot otherwise agreed in writing<\/em> This happens very rarely.<\/p>\n\n\n\n

Also a Copyright attribution is not mandatory<\/strong>. So you don't have to name me as the photographer if it doesn't fit the layout. My experience: If a picture is good, people will ask who took it. You can find more details about my license philosophy at Image rights & rights of use<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Mood on shooting day - what you can do as HR or Marketing<\/strong><\/p>\n\n\n\n

A good employee photo shoot stands and falls with the mood. If the employees come to the photo stressed, annoyed or under time pressure, you can tell. You can do a lot to ensure that the mood is right.<\/p>\n\n\n\n

Release the dates as a \u201eloose compulsory event\u201c<\/strong> - not as extra work between important meetings. Offer coffee, water and perhaps something sweet in the waiting area. If the team already has the feeling that they are in good hands when they arrive, this will also have an impact on the image.<\/p>\n\n\n\n

Let the employees arrive in peace<\/strong>. 5-10 minutes buffer time per person is useful - check your outfit, fix your hair, drink coffee. These \u201esoft\u201c minutes cost less than discussions about bad pictures later on.<\/p>\n\n\n\n

A short, friendly accompanying person from HR or marketing on set helps enormously. This person knows who is coming, who is still missing, knows the names and can steer unobtrusively.<\/p>\n\n\n\n

Image selection: How to find the best pictures<\/strong><\/h2>\n\n\n\n

After the shoot, you will typically receive a pre-selection of 30-80 images (depending on the scope). That sounds like a lot, but it's manageable if you proceed systematically.<\/p>\n\n\n\n

First round:<\/strong> Look through quickly and mark everything that obviously doesn't work (closed eyes, blurred shots, bad pose). Leave everything else - even if you don't \u201equite\u201c like a picture at first.<\/p>\n\n\n\n

Second round:<\/strong> Compare similar pictures in pairs. Which one looks more open? Which one fits the brand better? Which one works on web AND print?<\/p>\n\n\n\n

Third round:<\/strong> Leave the selection for 1-2 days, then look again. Pictures that are still convincing after 2 days are the winners.<\/p>\n\n\n\n

After the shoot: Integrate images<\/strong><\/h2>\n\n\n\n

The best shoot is useless if the images are then stored in a folder and never used. Plan a phase after the shoot in which you actively roll out the images: Update career page<\/strong>, LinkedIn profiles<\/strong> of all employees (with their consent), Revise image brochure<\/strong>, Send press release with new images<\/strong>.<\/p>\n\n\n\n

Please also read our article on Image optimization for the web<\/a>, so that the images load quickly and rank well.<\/p>\n\n\n\n

Inquire now - Schepers Photography<\/strong><\/h2>\n\n\n\n

Are you planning an employee photo shoot in your company? We accompany you from the conception to the delivery of the images. Write to us briefly - we'll get back to you with a structured proposal.<\/p>\n\n\n\n

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Request an appointment now<\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"

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