Best Practices for Distributing Corporate Headshots to Your Team

Best Practices for Distributing Corporate Headshots to Your Team

The Distribution System That Works

Step 1 — Organize the gallery clearly: Your CSS gallery is organized with each person's files in a clearly labeled folder. The LinkedIn-optimized crop is specifically named.

Step 2 — Send a single, clear email: The day the gallery is delivered, forward it with: the gallery link, download instructions in 2-3 sentences, and the specific deadline for LinkedIn updates. All three, in one email.

Step 3 — Set a specific deadline: "Please update your LinkedIn photo by [specific date, 7 days from now]" gets done by most people.

Step 4 — Send one reminder: 2 days before the deadline. One reminder, not multiple.

Step 5 — Brief the web team simultaneously: Send both communications on the same day the gallery arrives.

For Large Teams

For teams of 100+, consider a department-by-department cascade: HR sends to department heads, department heads forward within their teams. This distributes the follow-up responsibility.

For more on LinkedIn specifically, see our guide on how to get your team to update their LinkedIn headshots.