We are very excited to be working with you on your photography project. It is our goal to deliver the best possible experience for you and your team.
Over the next weeks/months this Project Kickoff workflow will be your guide for necessary documents as well as what you can anticipate for next steps for you and your team.
I need a prompt at the top about getting a status from them. Where do things stand re the look and timing for their site. Launch date, photos in hand date, Who is their website designer, do they have a sample of their bio they can share. Some basic stuff. I’ll try to come up with words for it.
Overall timeline for project
Project Kickoff Meeting
You’ve signed the contract, the initial deposit has been received, now it’s time to start planning your project details. In this meeting we will discuss your next steps, points of contact, and review other tools that will aide in your efforts internally. Your Account Manager will be setting up this meeting to include key individuals from the Gittings Global side as well as key players from your team to support this effort.
Checklist or timeline to download
Schedule Photography Pilot
If your project includes a Photography Pilot this will need to be scheduled soon after kickoff. This will ensure the look that will be included on the Photography Brief can be replicated across the Gittings Global team.
Here is a sample agenda of what to expect on the day of your scheduled Photography Pilot.
8:30 AM: Photographer arrives, begin setup in conference room
9:00 AM: Interested parties meet in conference room before sessions begin
10:00 AM: First subject photographed, review images, discuss changes for next subject
10:45 AM: Second subject photographed, review images, discuss changes for next subject
11:15 PM: Third subject photographed, review images, discuss changes for next subject
11:45 PM: Fourth subject (if needed) photographed, review images
12:00 PM: Lunch/production time.
1:15 PM: Team convenes in a conference room to debrief
2:00 PM: Pack gear and depart
Gittings Global will develop a photography brief based upon results from the pilot and client specifications.
Brief will be distributed to all photographers on the project and Gittings Global will hold an internal kickoff call with photographers before sessions are held.
Develop Crop Specifications
Develop Crop Specifications Guide
- Client or website design team to provide detailed crop specifications including exact pixel dimensions and sample of each use within the website
- Client to provide detailed crop specifications including exact pixel dimensions and sample of each use elsewhere (outside of website)
Client to approve one crop set developed from Pilot
- Gittings Global will provide one set of crops for one person from Pilot in order to test all crops
- Client or website design team to approve all uses for website
- Client to approve all crops for uses outside of website
- Once all crops are approved, processing can begin. Any changes to crops after approval will incur additional fees for recrop
Scheduling + Iris
Your project manager will lead this process as they will be working closely with you to plan the timeline for your project. Those dates will include project start (first session), final phase of sessions, project expected end date and any sessions that will be added for project clean-up.
This template is critical in having it completed in a timely manner as the details are needed to populate the scheduler. Use this Scheduler Template to populate contact information for each session contact.
To reiterate, this completed spreadsheet will need to be returned to firstname.lastname@example.org to be used in the scheduling link used for each city.
Building the Scheduler
Depending on the scale/complexity of your project the client portal will be used to confirm dates for each city that will hold sessions. As an alternative your project manager may need to work with you outside of the portal to confirm dates for cities that are outside of Gittings Global photographer locations.
Once all dates have been confirmed for your locations, the scheduler will be built. This process may take a couple of days as your project manager will be loading names from the completed Scheduler Template that was returned to email@example.com.
Your custom scheduling link for each city, along with login info, will be delivered to the designated contact at your firm 2-3 weeks before the first photography date.
Test and Approve Iris
The client will need to make and cancel test appointments for each location to ensure all communications meet your approval. Your project manager will lead this process as they will be working closely with you to plan the timeline for your project.
We’ve executed countless projects and we have found that the most successful projects are those that the client has been very direct in their need for participation from their team. When communicating with your firm you will need the custom city link for the participants that correspond with the correct city scheduling link.
This is a sample email we have created to help you communicate with your firm on what to expect for this project to be successful. Please feel free to edit and use as you feel it is appropriate for your company communications.
To assist in a cohesive look for your firm we’ve created a sample grooming and dress guide. This will be included in all appointment confirmations and reminders that are managed via Iris. If you have specific grooming and dress guidelines please send it to firstname.lastname@example.org so that it can be updated in the appointment confirmations and reminders emails.
Second Email: Follow-up email should be sent out a week to ten days later will be sent to remind them to schedule their appointment. Use relevant information from the first email into this reminder. You may also consider attaching our Ready for Your Close-up printable.
Third Email: Send another reminder with relevant information from above. You may consider sending our Photographer Guidelines image which outlines our Covid guidelines for our photographers if you feel this would help your team members feel more comfortable when confirming an appointment.
Once someone signs in and schedules their appointment, they will receive a confirmation email. Reminder emails will also be sent out 24 hours before their confirmed appointment.
FAQ for Photography Brief
These are common questions that arise during sessions so it is good for us to know how you’d like our photographers to handle such instances. These responses can be included in your photography brief that is reviewed by each photographer before starting a session.
“May I select two images/other poses?”
Your contract calls for one pose per session. Will the firm pay for a second pose if they request one or do we let them know that they can purchase one directly from us and we can bill them individually? Or, we can simply say “Please talk to your local business development contact.”
“I want my wife/partner/significant other to select. Would you email them to me?”
As you know, our process is structured so that each client selects his or her favorite image directly after the session. This is, by far, the best approach. However, occasionally a client will request a proof sheet from which to choose. Some of our clients absolutely refuse and some decide on a case-by-case basis. There is an additional fee for producing each proof sheet. Please let us know your preference.
“Would you send the image directly to me so I can use it for LinkedIn?”
We typically tell them to “Discuss this with your local business development contact.” We will deliver all images to you and you may send out as you wish. Some firms wish to withhold delivering images until the new website is launched.
“May I purchase a print for personal use?”
We will email a price list directly to the client and will work with them individually. Sometimes our clients will request that no personal prints be delivered until the firm launches the new website. Let us know your preference if you have any.
Gittings Global will work closely with your team to develop a social media plan that promotes your firm across our social channels. Examples below of our photographers in action.
Final Phase Review
Gittings Global will schedule a meeting to review the final phase of the project and next steps. Next steps will include any project clean-up that will need to be scheduled as well as post-project plans which will transition your firm into our client maintenance program.