The best time for business professionals with budget responsibilities to obligate funds for corporate headshots for their employees depends on a variety of factors. Company size and complexity is an important (maybe the MOST important) consideration, but company-specific budget cycles and employee availability are important factors as well.
Here are some thoughts that may help budget/finance professionals decide when it’s time to obligate funds for corporate headshots for their staff.
In general, it's a good idea to allocate funds for corporate headshots early in the fiscal year. This allows ample time for planning, scheduling, and execution of the project and provides the most flexibility should plans change due to internal or external pressures. This is especially important if the corporation has a large number of employees or if the headshots need to be taken at multiple locations.
Allocating funds early in the fiscal year also provides more flexibility in terms of scheduling headshot sessions for new employees who onboard at various times throughout the year.
It's also important to consider any upcoming events or activities that may require the use of headshots, such as industry conferences, trade shows, or company-wide announcements. If these events are scheduled later in the fiscal year, it may be beneficial to allocate funds for headshots earlier in the year to ensure that the photos are available when needed.
Here are some steps you can take to help with the budgeting process:
Determine the scope of the project: How many employees will need new headshots? Will the photographer need to travel to multiple locations or can everyone’s headshot be taken at one central location?
What is the timeline for completing the project? Volume headshot sessions can certainly be done relatively easy, but generally you’ll want to plan for at least 10-15 minutes per person for headshot sessions that include 15 or more people. This approach - while certainly achievable - limits the time each employee has with the photographer to the bare minimum, and limits the photographer’s ability to relate to, and therefore better capture, each employee’s personality, confidence, and professionalism.
Research potential photographers: Look for photographers who specialize in corporate headshots and have experience working with businesses similar to yours. Review their portfolio and client testimonials to ensure they can deliver the quality and style of headshots you're looking for.
Get quotes: Reach out to potential photographers and request quotes and/or proposals for your project. Make sure to ask about any additional fees, such as travel or editing costs, so you can factor those into your budget.
Allocate funds: Once you have a good idea of the costs involved, allocate funds for the headshot photography project in your marketing budget. Make sure to include any necessary line items, such as photographer fees, equipment rental, and travel expenses.
Plan for ongoing costs: Depending on your corporation's needs, you may need to budget for ongoing headshot photography costs throughout the year as new employees come on board or if existing employees need updated headshots for seminars and conference speaking engagements. Consider creating a line item in your budget for this purpose so you're prepared for future needs.
Ultimately, the best time to allocate funds for corporate headshots will depend on the unique needs and circumstances of each corporation or firm. It may be helpful to consult with a professional photographer or a marketing consultant to determine the most effective timeline and budget for your employer and project.
By planning ahead and allocating funds early in the fiscal year, you can ensure that you have the resources you need to complete your headshot photography project on time and within budget.
Thank you for taking the time to read this article! We hope it has provided some useful insight and information as you consider your corporate headshot photography needs. We understand the importance of professional headshots for businesses and individuals alike and stand ready to help you get high quality, impactful headshots for all of your corporate staff..
As a veteran-owned small business (USAF, 22+ years), we take pride in providing top-notch service to my clients. We are available 24/7 to cater to your headshot and event photography needs. If you're looking for high-quality headshots to represent your company or personal brand, please consider Les Dishman Photography for the task. Our expertise, attention to detail, and commitment to customer satisfaction make us the perfect choice for your photography needs.
To learn more about our services or to schedule a session, please call us at 310-614-5119 or email us at les@lesdishman.com. We look forward to hearing from you and helping you invigorate and elevate your corporate and/or personal brands!