Beginning an identification card system at a workplace or volunteer organization is a complex task. Most people do not wish to wear a picture of themselves throughout the day. Showing identification to security personnel or scanning cards to gain access to facilities is just another added procedure to most employees who would choose to do without additional procedures.

With the following tips and some preplanning, the badge implementation procedures can be smooth and even fun.

• 1. Plan the day that the pictures will be taken carefully. Organize the photo shoot by assigning departments or specific groups of people to have their photos taken at specific time slots. Communicate with employees when their assigned time is as well as specific recommendations for apparel. Suggested guidelines may be the appropriateness of wearing hats, specific uniforms to be worn, or specific requirements of your organization.
• 2. People normally do not like to wear a picture of themselves. Promote the change by having someone in your organization with personality provide the breaking news. Followup the announcement with frequent reminders about the upcoming event in your meetings and written communication.
• 3. Prepare the photographer to provide consistent employee pictures. Remind the photographer of the dress requirements provided in your communication. Have the photographer take uniform pictures by using the same uncluttered backdrop. A large piece of fabric taped to a wall is often sufficient for this.
• 4. Do not worry about immediate issue of the id badge during the photography. After the pictures are taken, they can be downloaded into the id badge software program and the badges can be printed for distribution by department.
• 5. When the badges are distributed, you may also want to communicate best handling practices. Using the badge properly means not to jimmy doors open with it or hanging it on the rear-view mirror in a hot car. For those who choose to not care for their card, you may consider communicating the replacement fee for the card. Sometimes this will encourage employees to handle their cards appropriately.