Assemble a photo directory team for assistance on the project. You will need help coordinating the schedule, photography and compilation of the project; even if you have a company come in to assist. This is especially true if your group is large.
Decide on a method--you can do it yourself or have a photography company such as Olan Mills do the production work. Studios will often offer the photo directories to you free of charge, making their money off the extra portraits purchased by families photographed for the directory.
Research the available photograph studios that come to your organization free of charge. Olan Mills primarily does church photo directories, but will consider other groups and organizations on an individual basis. They require 35 families for participation.
Look into photo directories software, such as that offered by Picture Directories online, to create your own photo directories.
Schedule the photo days and have organization members and their families sign up for time slots.
Wait for the studio to send you the directories, which you can then distribute, after all the pictures are taken during the photo days. If you're doing it yourself, you'll need to follow the software directions and complete your organization photo directories in your computer program, uploading photos and entering necessary text. You can then take the data to a printer or have it printed by a company online who will then mail you your finished products.