Whatsapp Business Guide: All You Need To Know To Get Started
With over 2 billion monthly active users on WhatsApp in 2023, this messaging system offers plenty of marketing opportunities for businesses ready to take digitalization to the next level. Despite the availability of numerous social media platforms for marketing and communication, WhatsApp offers a distinctive platform where businesses may directly interact with potential clients or keep in touch with existing ones using its direct messaging feature.
For your business to do the same, you must use WhatsApp as well. This specific platform provides you with the platform to communicate with your customers and comes armed with plenty of features to make it easier to do so.
So if you're aiming to use WhatsApp Business as part of your digitalization strategy or even to help promote your new business, you've come to the right place. Here's what you need to know about WhatsApp Business, its features, how to integrate it into your business and how you can start communicating with your customers more effectively.
What is WhatsApp Business?
WhatsApp Business is a communication tool meant to help small and medium-sized businesses to send messages directly to their customers. The platform helps businesses connect with their customers in a more personalized way, improving the customer experience and allowing for more efficient and direct communication.
With WhatsApp Business, you can create a professional profile for your business that includes information such as your website, location, and contact details. This will make it easier for customers to find and connect with you on the app, as well as to help and promote your business in terms of branding.
How to set up WhatsApp Business
A rather quick and easy process, setting up WhatsApp Business only requires a few steps. First, you will need to download the WhatsApp Business app from the Apple App Store or Google Play Store.
Once the app is installed, you must verify your phone number. After using a verification code you would have received via SMS, you will complete the verification process. After that, it's all about setting up your business profile, which includes the business name, logo, address, and contact information.
If your business sells products, you must set up your shop catalog. This will make it easier for your customers to browse through your products on WhatsApp and make a purchase directly.
Setting up WhatsApp Business can help you to improve your business communication with customers, streamline workflow, and ultimately, drive more sales. However, it's important to note that you should comply with WhatsApp's policies and guidelines to avoid having your account suspended or banned. So be sure to read up on that!
What's The Difference Between WhatsApp Business vs WhatsApp Business API
We’ve mentioned how WhatsApp Business caters to small and medium-sized businesses. But how about larger businesses and enterprises? This is where WhatsApp Business API comes in.
WhatsApp Business is meant to be a standalone application that businesses can download and use to communicate with customers. However, the app is definitely limited in terms of functionality, as it is meant to be used by businesses with a small customer base.
On the other hand, WhatsApp Business API is a more advanced solution meant for larger businesses and enterprises, as it allows businesses to integrate WhatsApp into their existing communication systems, such as CRM and ERP software. With the API, businesses can send automated messages, create chatbots, and manage high volumes of customer conversations.
Another key difference between the two solutions is the way they handle customer communication. With WhatsApp Business App, businesses communicate with customers using their own phone numbers. This means that conversations are stored on the user's device, and businesses may need help with the number of conversations they can manage at once. With WhatsApp Business API, conversations are managed through a server, allowing for more efficient communication and the ability to manage a higher volume of conversations.
However, the API is more complex and requires businesses to access it with a third-party provider. This is why the API is meant for larger businesses, while the WhatsApp Business app can be easily accessed and used for smaller, budding businesses and entrepreneurs.
Best WhatsApp Business Features To Look Out For
Its features make WhatsApp Business so effective as a communication platform for businesses. Here are some standout features you can look forward to using when you get an account.
Messaging Tools - Automation, Labels, And More
If there’s one feature you really need to take advantage of in WhatsApp Business, it’s the messaging tools. It offers some powerful features, which include:
● Quick replies - Create keyboard shortcuts to send a message to customers faster
● Automated messages - Set up messages to be sent when you’re away or when the customer is asking specific questions
● Labels - Keep track of important conversations by labeling them accordingly
All of this can help you keep track of incoming messages as well as manage your conversations with your customers more effectively.
Catalog
You can create a product catalog within the app, making it easy for customers to browse and order products directly. You can also use this catalog to send specific products to customers, so you don’t have to memorize or repeat the same old information to customers if they’re asking for pricing and product details!
Group Chat
The group chat feature in Whatsapp Business is useful for communicating with multiple customers at once. It’s especially useful if you want to send updates or provide support to a large number of customers without having to repeat yourself to every individual!
Set Timing & Availability
You’re only human and can’t be available all the time. With WhatsApp Business, you can set a time to respond to queries. This not only helps customers know the best time to reach you but also helps manage customer expectations on the best time to communicate with you. When unavailable, be sure to set up an automated message that you will get back to them at their preferred time.
WhatsApp Web
While you will first have to set up WhatsApp Business on your phone device, you can then use Whatsapp Business using the WhatsApp Web feature. This will make managing conversations easier, especially if you receive a lot of messages or prefer to use a laptop to manage and respond to these conversations more effectively.
How To Integrate WhatsApp Business Into Other Platforms
Integrating WhatsApp Business into your business operations can help your business in many ways, including improved customer engagement, increased efficiency, expanded reach, enhanced marketing opportunities, and improved analytics. By leveraging these benefits, businesses can create a more efficient and personalized customer experience that can lead to more sales and revenue.
So if you’re looking to digitalize your business further, the good news is that WhatsApp offers a range of integration options that make connecting it with other platforms easy. If you're using WhatsApp Business API, some of the platforms you can integrate include:
● Social Media Platforms - Facebook, Instagram
● E-commerce Stores - WooCommerce, Shopify
● CRM and ERP Software - Hubspot, Salesforce
You will need to integrate the API into the business communication systems to do this. You can use various applications, such as TalkHub, to help connect WhatsApp API to the system of your choice. This will help you manage messages on these various platforms, while also enabling you to blast marketing messages with ease.
If you're not using WhatsApp Business API because you're a small business, you can consider using WhatsApp's Click-to-Chat feature. This feature allows you to create a link that customers can click to start a conversation with the business on WhatsApp. This link can be added to social media profiles, email signatures, and other online platforms, making it a simple and effective way for businesses to direct customers to communicate with you on WhatsApp.
WhatsApp Business Privacy and Security Features
It’s important to know how secure your communications with your customers are, which is why WhatsApp Business provides several privacy and security features. This will not only help protect your customer data but also from having your account hacked. These include:
● End-to-end encryption - WhatsApp Business uses end-to-end encryption to ensure that messages sent between customers and businesses are secure and private. This means that only the sender and receiver can read the messages, and no third party can access them.
● Two-step verification - WhatsApp Business also provides a two-step verification feature that adds an extra layer of security to your account.
● Block and report users - WhatsApp Business allows businesses to block and report users who send spam or abusive messages. This feature helps protect customer data and prevent unauthorized access to your business account.
● Data backup - WhatsApp Business allows you to back up your chats and media to iCloud or even Google Drive. This can help keep customer data safe, especially in case your device is stolen, lost or damaged.
With this in mind, there are also some best practices you can follow to ensure your customer data is protected:
● Implement strong password policies and regularly change passwords for accounts.
● Provide your staff with training on best practices for safeguarding client data, such as avoiding the sharing of sensitive information and creating secure passwords.
● Use communication channels such as TalkHub to ensure the right people have access to the chats without sharing passwords.
● Regularly review and update privacy policies to ensure compliance with applicable laws and regulations.
● Limit access to customer data to only authorized personnel and periodically review access rights to ensure that employees have access to only the data they need to perform their job duties.
Best Practices for Messaging Customers on WhatsApp Business
Having a platform to communicate with your customers means you will need to follow some best practices to gain new customers and maintain them. These practices ensure that the messaging experience is positive for both you as the business and the customer.
Gain Consent from Customers
Just because you have a messaging platform that communicates with your customers directly, it doesn't mean you should message every customer you gain. Be sure to obtain consent from customers before messaging them on WhatsApp Business. You can do this by asking customers to opt-in to messaging through a sign-up form or by providing their WhatsApp number directly.
Set Customer Expectations
On top of setting up your business timing and availability on WhatsApp Business, it's also important to ensure that customers understand what type of messages they will receive and how frequently they will be sent. Sending too many messages or sending them at inconvenient times can make customers feel overwhelmed or annoyed. Doing this prevents your messages from being labeled as spam or having your customers leave.
Provide Value In Your Messages
The only way to keep customers on WhatsApp Business is if your messages provide value to them. This could include sending personalized offers or promotions, providing useful information related to the business, or offering customer support. By doing all of this, you can build trust and loyalty with your customers.
Respond to Messages Efficiently and Effectively
Even outside available hours, responding to any messages from customers can help keep you connected with your customers once you're able to. Try to respond to messages promptly, even with the use of automation, and provide helpful and informative responses when dealing with customers.
It's also important to use clear, concise, and easy-to-understand messages to help communicate with your customers effectively. Avoid using highly technical or obscure terminology that your customers might not understand, as well as any language that could come across as pushy or demanding to them.
How To Promote Your Business Using WhatsApp Business
Now that your WhatsApp Business account is set up, it's time to reach out to potential customers and build brand awareness for your business. Here's what you can do to promote your business further with WhatsApp Business.
Share and Promote your WhatsApp Business number
You will need to share your WhatsApp Business number on your website, social media channels, and other marketing materials. This makes it easy for potential customers to contact you and start a conversation.
Offer exclusive promotions and deals
Consider offering exclusive promotions and deals to customers who contact you on WhatsApp Business. This can encourage customers to engage with your business and help build brand loyalty.
Leverage WhatsApp Business groups
Consider creating WhatsApp Business groups to connect with your customers and share updates, promotions, and other important information. Follow WhatsApp's guidelines for group messaging and ensure that customers have opted-in to receive messages.
Partner with influencers
Consider partnering with influencers or micro-influencers in your industry to promote your business on WhatsApp Business. This can help expand your reach and introduce your business to a new audience.
Get The Right Solution To Manage Important Communication
WhatsApp Business is an excellent tool for businesses, regardless of size, to communicate effectively with their customers. As a business owner, you can use its various features and integrations to streamline your operations and provide a seamless customer experience.
What's important when using WhatsApp Business is to keep best practices in mind, such as respecting customer privacy, responding promptly, and staying professional during communication. By following these practices, you can build trust with your customers and enhance your customer reputation.
A solution like TalkHub is critical to achieving this, as it helps you accomplish all of this while being integrated with various communication platforms.
How TalkHub Helps You Manage Conversations Effectively
TalkHub is an all-in-one marketing, sales, and support platform that integrates various communication platforms such as WhatsApp, Viber, voice and video calls, and more. At TalkHub, we understand how important it is to keep your customers engaged, which will help market and sell your products more effectively. Some great features to look out for include:
Blast Messages to an Organized List
You can blast messages to your own organized contacts list, ensuring only the best is targeted in your marketing campaigns. These marketing messages can also attach media and files should you need them.
Automate Quality Leads
With so many communication channels, you'll want to scale support without investing in more resources. Rather than do everything manually, TalkHub's system can help automate your lead qualification, freeing valuable agents to deal with the highest quality leads and improve productivity.
Manage Conversations in One Shared Inbox View
Have a lot of agents or staff that need to manage your conversations? TalkHub allows collaboration with fellow team members and staff, working in a shared inbox view. You can use the mention feature to contact the relevant person and transfer issues to resolve. It also imports data on customers, so you're well informed.
Overall, TalkHub provides you with the tools and features you need to communicate with your customers more efficiently and manage it all effectively.
Take The Next Step For Better Business Communications
Integrating WhatsApp Business into your business operations offers numerous benefits, such as improved customer engagement, increased efficiency, and expanded reach. All you need is the right strategies and tools, and your business can leverage these benefits to grow and succeed in today's digital age.
The right tools include solutions such as TalkHub that can help you integrate WhatsApp Business API and help you communicate efficiently and effectively with your customers. Get in touch with us today if you're ready to take your business communication to the next level, and begin your TalkHub journey for free!
