Start a company headshot project with the page layout and a written brief. Asking everyone for ‘a professional photo’ can produce a mixture of crops, backgrounds and old images that are difficult to use together. Define the presentation you need while leaving room for each colleague’s actual appearance and comfort.
Decide what the page needs to show
Look at the actual team card: its shape, size, background and nearby text. A tiny directory avatar needs a different crop from a large leadership profile. Confirm whether the same image will also be used in biographies, press materials or presentations. The more destinations involved, the more useful it is to keep a wider master rather than collecting only tightly cropped files.
- Define framing. Describe the intended head-and-shoulders view and provide a layout preview rather than an ambiguous adjective.
- Define the background treatment. Specify a neutral or branded appearance that works with the page. Avoid leaving each person to infer what ‘consistent’ means.
- Define recency. Ask for a picture that represents the colleague’s current appearance. A formal but outdated portrait may be a poor introduction.
- Define the use. Tell people where the image will appear and who will receive it. Collect the approved portrait rather than browsing through personal albums.
Use a simple collection and review process
- 1Send the brief before the request. Include the purpose, crop, file requirements and a contact for questions. Ask the website owner or designer for exact dimensions when needed.
- 2Collect one preferred image and a source if appropriate. Avoid asking for a large set when one approved portrait is enough. Keep any alternative use explicit.
- 3Preview the whole team together. Compare head size, background and clarity in the page layout. Identify concrete inconsistencies rather than judging whose photo looks most polished.
- 4Ask for approval of the chosen version. Let each colleague confirm that the portrait accurately represents them and that the intended use is understood.
- 5Record the final files. Keep names, roles and images matched correctly. Establish who handles future replacements when staff or appearances change.
Keep consistency separate from uniformity
A coherent page can include different hairstyles, glasses, clothing preferences and expressions. The shared elements are framing, treatment and clear identity. Do not solve inconsistency by altering somebody’s face or apparent age. If one portrait does not fit the brief, ask for an appropriate replacement rather than quietly making substantial appearance changes.
Plan maintenance at the same time as the initial launch. A simple record of the file, approval and last review makes it easier to replace an outdated image without repeating the whole project. Check the actual published page after upload; a correct source can still receive an awkward automatic crop or be attached to the wrong biography.
An option for individual portrait preparation
PhotoDating.ai headshots generates portraits from a person’s own selfies. Each person should review their likeness and the company’s requirements before supplying a result. Do not assume generation replaces an approval process or creates a managed team service.
Use the team headshot style guide to formalise the brief and the file-delivery checklist to collect usable assets. For a personal dating profile, use the separate dating photo guide rather than treating the company portrait as the entire set.
