How To Take a Headshot: Inside Our Corporate, Executive & Remote Headshot Photography Process in NYC
How to Take a Headshot: Inside Our Corporate, Executive & Remote Headshot Photography Process in NYC
A headshot is a professional photograph of a person's face, typically used for business profiles, websites, and press materials. If you’re searching for how to take a headshot—whether for yourself, your team, or your company—you’re in the right place. This guide covers both professional and DIY headshot approaches, making it relevant for business professionals, teams, and individuals who want to look their best online.
Why does this matter? Professional headshots are important for making a good first impression online. In today’s digital world, your headshot is often the first thing people see on LinkedIn, your company website, or in press materials. A strong, consistent headshot supports your personal brand, builds trust, and helps you stand out in a crowded marketplace.
This blog post is a straight process walkthrough: planning, photo day, and delivery—so your headshot photo looks intentional, not accidental. We’ll also provide a step-by-step DIY checklist for those who need a quick, effective headshot on a budget.
I am Lisa Soldberg, Head of Production at Match Production, and our Times Square studio runs professional corporate headshots NYC, executive portraits, and remote headshot sessions for teams that need the process to work as well as the photo—and the photo needs to work across every channel. We build a shot list before we touch a professional camera. We lock the location. We assign call times that respect your calendar. We set camera settings for consistency, and we run a quick photo test so the light and background match the plan. We guide people in front of the camera so they feel comfortable. And we deliver selects within realistic windows—with true same day headshots NYC when the news cycle demands it.
The format depends on your team: in-studio headshot sessions in Times Square for maximum control, on location headshots NYC at your office or venue, or remote headshots via a guided app workflow for distributed teams. This is a process guide, not a lecture on posing. If you want to scope a specific photo session date, email hello@match-production.com with timing, headcount, and any photo deadline.
Quick answers: how we actually run headshot photography days in NYC
A headshot session starts long before anyone stands in front of the camera, because a headshot photo day is mostly logistics. We plan around your constraints: how many people, where they are, and when you need final files. For a 30-person small business team, that might mean an 8:30 am to 4:30 pm window with 10-minute slots and a shared call sheet so everyone knows exactly when to show up. For a single executive portrait, it might mean a focused 45-minute photo session with wardrobe choices, live photo review, and a clear final photo selection.
Our three main formats cover most situations:
Studio headshot sessions in Times Square for a controlled background and controlled artificial light.
On location headshot sessions across Manhattan and the boroughs for teams that need the studio brought to them.
Remote headshot sessions for distributed teams who still need a consistent professional headshot.
Each format has its logic, and we help you choose based on headcount, timeline, and where the image or photo will live: your LinkedIn profile, your website, a careers page, a press kit, or investor materials.
Planning your corporate headshots NYC: scope, schedule, shot list
Defining Scope
A typical inquiry lands in our inbox from an HR lead or comms director: “We need updated team headshots and executive portraits for LinkedIn, the website, and an upcoming press day. Can you handle 45 people in two weeks?” That is where planning starts.
We define scope first. How many people? Are they in one Midtown office near Bryant Park or spread across three floors in FiDi? Do you need tight LinkedIn-style headshot crops, wider leadership portraits that show more body, or both? Is there a PR deadline driving the timeline? These questions shape everything from crew size to equipment choices, to camera choices, to background options, to the order of the day.
Scheduling and Call Sheets
From there, we build a practical schedule. A sample block might look like this: 30 people, one headshot photographer, 10-minute slots, 9:00 am to 1:30 pm with buffer for stragglers and wardrobe checks. We send a shared call sheet so your team knows their slot and prep instructions. No one should wonder when to show up or what to wear. Good headshot photography feels calm.
Visual Standards and Approval Process
We also define visual standards in advance. Background style might be clean studio gray, a white wall, a branded office environment, or textured NYC architecture. We align on retouching level, wardrobe guidelines including a suit jacket, and whether the company wants consistent crops and aspect ratios across the headshot set. For personal branding photography and personal brand consistency, these details matter more than most people expect.
Finally, we confirm who signs off on the look. Is it HR, the CMO, or a founder? We send a simple one-page pre-production brief and a quick photo reference to avoid last-minute surprises. By the time we show up on shoot day, everyone knows the plan, the background direction, and what “done” looks like.
Studio headshots in Times Square: controlled light source, consistent results
Our Times Square studio sits in the middle of Manhattan with easy subway access for visiting executives and local teams. We control everything inside, including the photo background and the light: background options, lighting ratios, sound, and temperature. No weather risk. No ambient light changing mid-session. It is a controlled light source environment, with a backup light source on standby and repeatable camera settings locked.
The studio advantage is repeatable quality. When you run tight back-to-back headshot sessions, each person gets the same light recipe, the same background, and the same framing. That consistency matters when 20 headshots need to sit next to each other on a leadership page.
A typical individual executive portrait session runs 45 to 60 minutes. We shoot 2 to 3 wardrobe changes, mix standard headshot frames with slightly wider leadership portraits (and other portraits if the brief calls for it), and review images live on a tethered screen. The executive sees options in real time and leaves knowing we captured a strong professional headshot and a usable professional photo for press, web, and internal photo needs.
For team days in the studio, we stagger arrival times so no one waits in a crowded lobby. Each person gets a quick hair colour and lint check, then 8 to 10 minutes in front of the camera. After the shoot, we create a shared review gallery for final photo selection. The whole headshot process moves faster than most people expect, and the results are higher quality than any DIY professional headshot attempt or amateur photo taken with a smart phone front-facing camera.
On location headshots NYC: bringing the studio to your office
Large teams and busy offices often prefer on location headshots NYC. No travel for your staff. Easy to pair with all-hands days or leadership offsites. Minimal disruption to the workday.
We start with a pre-production walkthrough. Someone from your office sends us simple photo snapshots of candidate spaces: a conference room with good window light, a quiet corridor, a lobby with interesting textures, or a clean plain wall. We check window direction, ceiling height, and background options. We also assess natural light quality: is the natural light soft, does the natural light stay consistent, and can we shape the natural light with flags or diffusion? Then we decide whether to use a portable backdrop or work with the real office background.
Our crew arrives 60 to 90 minutes before the first subject. We set up strobes and modifiers, test the light with a volunteer, and confirm backup gear is ready. We choose camera position and camera height so the headshot framing stays consistent, then we run a quick photo check. For a 60-person fintech team near Union Square, we ran two shooting stations with one photographer per station, 6 to 7 minutes per person, and wrapped in under five hours including breaks.
Logistics across Manhattan and the boroughs require coordination. We plan travel windows, freight elevator timing, and security check-in. We work with office managers to avoid blocking reception or busy hallways. When the environment cooperates, on location headshots can show more context than a studio session: the real light, the actual space, and the texture of your workplace background.
One detail that matters more than people expect: natural light from windows. Direct sun can create harsh shadows and uneven skin tone fast. We position subjects to face indirect window light, or we bring modifiers and artificial light to balance the exposure. We avoid high contrast because it reads as accidental in a corporate headshot photo. The goal is a professional shot that looks intentional, not a quick photo grabbed between meetings.
Remote headshots: guided sessions without herding everyone into one room
Remote headshots solve a specific problem: your team is distributed, travel is expensive, or you cannot block time for an on-site crew. We use a dedicated app workflow and live guidance so people do not figure it out alone with a selfie camera in portrait mode.
We design a visual standard first. Background type, crop, framing, and expression guidelines. Whether you have 5 people or 500, the final images should look like one cohesive team online. That consistency is harder to achieve than it sounds, and it is where remote headshot photography fails without proper production.
Each participant receives a time window or self-schedule link. They get simple wardrobe and setup instructions: where to position the camera, how to find good lighting, how to build a clean background, and what to wear (including avoiding a t shirt or distracting patterns). We teach a simple natural light setup when possible, because natural light is flattering on most faces. If natural light is not available, we show them how to use a lamp as a secondary light source. We either run a live guided session via video or use a structured capture flow that we later curate and retouch.
Remote headshots work well for distributed leadership teams and remote photo needs, fast-growing startups, or last-minute profile picture needs before a press announcement. Remote sessions can start around USD 100 per person for teams, depending on volume and retouching level. The result is a professional headshot that supports your personal brand, not an awkward webcam grab with overhead lights and a cluttered background.
Same day headshots NYC and rush executive portraits: when the news cycle moves faster than your calendar
Same day headshots NYC means we shoot and deliver a small set of finished images within the same business day. Sometimes the timeline is even tighter.
Typical scenarios: a PR lead gets a 10 am call about a 6 pm media deadline. A new executive appointment needs press-ready images before the announcement goes live. A founder secures a last-minute panel slot and needs a strong portrait for event marketing.
Here is a concrete example from our crew. An executive books a 9:30 am Times Square headshot session. We shoot until 10:15, covering two looks with quick wardrobe adjustments. The image goes to our retoucher on priority. By 4 pm, we deliver 2 to 3 finished files for same-day press use. Total time from shutter to inbox: six hours (and yes, that is a real photo turnaround).
What makes rush work: pre-cleared retouching style, efficient background choice, and limiting selections so we can finish on time without cutting quality. Real same day work may carry a rush fee and requires quick decisions from the client. We are transparent about what is realistic in a 4 to 8 hour window. If you need a perfect headshot by end of business, call early.
What we handle so your team does not have to: wardrobe choices, posing, and consistency
Most people do not love being photographed. Some freeze. Others worry their headshot will look stiff. Our job is to make the headshot session painless while keeping the personal brand and company brand consistent.
A few tips (and yes, they are actually top tips) that help people stay relaxed: prep matters more than posing. We send simple wardrobe notes in advance: solids photograph better than busy patterns. A light blue shirt or neutral tones work for most skin tone situations. Avoid large logos. Steam your clothes the night before. If you wear glasses, clean them and consider lenses without heavy anti-reflective coating to reduce glare. If you wear makeup, keep it natural. If you have long hair, keep flyaways controlled. If you are between outfits, choose the option that feels like your personal brand, not a costume.
On set, we coach micro-adjustments. Head straight or slightly tilted. Chin forward and down to avoid double chins. Shoulders angled to create shape. Hands relaxed. We offer options: a natural smile for friendly roles (yes, teeth showing if that fits), or a more neutral look for leadership portraits—no forced smile required, and it still looks like you in real life. We show a few frames so people feel comfortable before we capture the final image and lock the final photo pick.
We maintain consistency across large groups and multiple shoot days. Same background. Same lighting recipe. Locked camera settings and camera lens position. Framing guides so new headshot sessions match previous ones. The goal is a sharp image that looks intentional, not a random photo taken at different angles with a wide angle lens.
Our retouching is realistic. We remove temporary blemishes, reduce shine, manage flyaways, and balance skin tone. We do not transform faces or erase facial features. The headshot should look like you on your best day, not a stranger. That approach separates a professional headshot from an over-processed corporate image that nobody trusts.
From capture to delivery: selection, photo editing, and usage
After the shoot, we back up files immediately and run an initial cull. Our team removes duplicates, blinks, and obvious misses. Then we create proof galleries for individuals or admins.
Selection works simply. Each person or the team lead picks favorites via an online gallery. We share guidance on choosing the right headshot for a LinkedIn profile versus internal tools versus external PR. The best photos for social media are not always the strongest images for a press kit.
Our photo editing pipeline ensures consistency. Color and exposure alignment across the headshot set. Background cleanup. Light skin work. We deliver multiple crops: square for LinkedIn, horizontal for websites, vertical if needed for print or speaking events. We also deliver naming that supports careers pages and internal systems.
Realistic timing looks like this:
| Delivery Type | Turnaround |
|---|---|
| Standard | 3–5 business days |
| Rush | 24–48 hours |
| Same day | Prearranged only |
Files arrive as high-res JPEGs for print and optimized web versions for faster loading on careers pages and press rooms. Everything is labeled clearly with names and roles. No hunting through folders named “IMG_4582.” Your team gets clean photo files with clean names, and each image is labeled clearly.
How to choose whether you need studio, on location, or remote headshots
Here’s a quick comparison to help you decide which headshot format fits your needs:
| Format | Best For | Key Benefits |
|---|---|---|
| Studio (Times Square) | Small leadership teams (1–10 people), high-end executive portraits, same-day turnaround, multiple background options | Maximum control, professional equipment, fast turnaround, no location scouting needed |
| On Location (NYC) | Staff of 20–200 in one/two offices, pairing with events, office context, travel impractical | No travel for staff, office context in images, efficient for large teams |
| Remote | Global/hybrid teams, distributed staff, tight timelines, traveling executives | No need for on-site crew, fast rollout, consistent look for distributed teams |
If you are unsure, send your headcount, rough timeline, and locations to hello@match-production.com. We will give you a concrete recommendation, not a sales pitch—and we will tell you which format wins for your photo and headshot goals.
Working with Match Production: simple next steps
We are a New York City headshot and portrait studio that handles corporate headshots NYC, executive portraits, on location headshots, and remote sessions. We work with PR and comms teams, HR leads, founders, and executives who care about brand consistency and personal brand alignment—because a headshot is a personal brand asset, and the personal brand shows up in every photo. We do not run a volume mill. We run a professional production run by a photographer team that knows how to deliver a consistent headshot.
The next move is simple:
Email us your headcount, timing, and preferred format
We respond with a proposed plan and estimate
Once approved, we lock in dates and share prep materials for your team
Send scope and timing to hello@match-production.com or visit our booking page. A few lines are enough to start. We will handle the rest so your team gets a business headshot that actually represents them, not a traditional headshot from 2012 that everyone quietly hates.
DIY corner: a clean plan for a quick headshot (when you must)
If your budget is truly zero and you need a headshot today, you can attempt a DIY headshot (yes, even your own headshot). But if you want a higher quality result, we recommend either a professional headshot session or at least setting up a proper light source and background.
DIY Headshot Setup
How to Take a Headshot: DIY Step-by-Step Checklist
Clean your camera lens – Ensure your camera or smartphone lens is clean for a sharp image.
Use natural light – Face a large window for soft, even lighting. Avoid direct sunlight to prevent harsh shadows.
Choose a simple background – Use a plain wall or uncluttered space that complements your image.
Position the camera at eye level – Use a tripod or have someone else take the photo to avoid distortion and the 'selfie arm' effect.
Wear solid, professional clothing – Choose solid colors that complement your skin tone and avoid busy patterns, logos, or wrinkles.
Style your hair and keep makeup natural – Neat hair and simple makeup look best.
Practice natural expressions – Think of something that makes you happy for a genuine smile.
Take multiple shots – Capture at least 20-50 photos with slight variations in expression and pose.
Check posture and pose – Keep your back straight, shoulders back, and chin slightly forward and down for a confident look.
Edit lightly – Crop, adjust brightness and contrast, and correct color. Avoid heavy filters or skin blurring.
Lighting Tips
Use natural light whenever possible for a flattering, even look.
Avoid direct sunlight, which can create harsh shadows.
If natural light is unavailable, use a lamp as a secondary light source and diffuse it with a white sheet or curtain.
Position yourself so the light source is in front of you, not behind.
Editing and Final Touches
Use basic editing tools to crop, adjust brightness, and correct color.
Avoid heavy filters or excessive skin smoothing—keep your appearance natural.
Use software like Canva to cut out backgrounds if needed for a clean look.
Review all shots and select the one that best represents your professional image.
DIY Headshot Tips (Bullet Points):
Ask a family member or friend to take the photo for better perspective.
Use window light as your main light source; add a lamp if needed for evenness.
Avoid direct sunlight to prevent harsh shadows.
Keep the background simple and the camera at eye level.
Use a smartphone if necessary, but avoid selfie mode to prevent distortion.
Take multiple photos to increase your chances of a great shot.
Wear solid, professional clothing—avoid busy patterns and logos.
Keep makeup and accessories simple.
Style your hair neatly and ensure your clothes are wrinkle-free.
Edit lightly for a natural, professional finish.
That is still a DIY headshot and a DIY professional headshot approach, not a fully professional headshot. A professional photographer will usually deliver a better professional shot and a more consistent professional headshot because they control the camera, the light, the background, and the camera settings. In other words: the result is predictable, and the final image is usable everywhere.
This is why companies still hire a headshot photographer: the photographer controls the variables, the photographer keeps the schedule, and the photographer helps people look like themselves on a good day.
By Lisa,
keeper of the call sheet, the coffee runs, and the not-at-all-awkward corporate headshots.
