GUIDE

Why WhatsApp Business deserves a spot in your daily routine

Grow London LocalMatching London small businesses to support

Posted: Mon 3rd Nov 2025

You probably didn't start your business to spend your days bouncing between five different apps just to keep up with customer messages.

Yet here we are – emails piling up, DMs sitting unread and someone on the phone asking a question they already sent via your website form.

There's a simpler way to keep the conversation going – and it's already on your phone.

You might be a hairdresser in Hackney, a dog groomer in Dulwich or a market trader in Mile End. Doesn't matter! WhatsApp Business can help you take bookings, answer questions, send updates and build loyalty – all without adding extra hours to your day.

This guide isn't trying to turn you into a tech expert. It's to help you make the most of WhatsApp Business in a way that works for your business – practical steps, clear examples and tools that save time without losing the human touch. Let's get into it.

1. Understand your audience: local, busy and mobile-first

Your typical London customer is time-conscious, mobile-savvy and not too fond of waiting around.

No matter what their concerns, they want quick, clear answers without picking up the phone.

Use this to your advantage. WhatsApp Business is perfect for offering that quick turnaround customers appreciate – especially when they're commuting, multi-tasking or on the go.

It's about being easy to reach, responsive and, above all, human.

2. Know what you want to achieve

Before you dive in, decide what you're looking to get out of WhatsApp Business. That way, everything you do on the platform will have purpose.

Ask yourself:

Am I looking to provide better customer support?
Do I want to generate new leads?
Will I use it for booking appointments or taking orders?
Or, am I mainly focused on driving sales through offers and updates?

You can absolutely do more than one of these, but start with one clear goal and build from there. Simplicity wins, especially when time is tight.

3. Optimise your business profile

Your WhatsApp Business profile is like your digital shopfront. It should quickly show people who you are and what you offer.

Make sure you've got these things on there:

Business name: use your full, recognisable name – avoid abbreviations customers might not know.
Description of the business: keep it short but clear. Say what you do and who for. Think: "Independent bakery in Camden offering fresh sourdough and local coffee."
Opening hours: set these so customers know when to expect a reply.
Contact details: include your website, email and physical address (if you have one).
Catalogue: showcase your products or services. This is a great way for customers to browse without leaving the app.
Profile photo: A logo or professional image works best. Keep it consistent with your branding elsewhere.

4. Create a smart messaging strategy

Good messaging doesn't mean typing out every response manually. WhatsApp Business has tools built in to make your life easier while keeping conversations smooth and personal.

Quick replies: save and reuse answers to common questions like opening hours or return policies. Just type a shortcut (like /hours) to send a full message instantly.
Labels: organise your chats with colour-coded labels like "New enquiry", "Order confirmed" or "Follow up". You'll save time and never again lose track of a lead.
Broadcast lists: send updates to several customers at once without starting a group chat. Perfect for offers, new arrivals or local events.

Set aside a regular time each day (even 15 minutes) to check in and reply. The aim is to be consistent – you don't need to be glued to your phone for hours on end.

5. Make messages personal and relevant

One of the biggest advantages of being a small business in London is your connection to the local community. Use that to your advantage.

Personalised messaging goes a long way. If someone's a regular, remember their name or preferences. A message like, "Hi Sarah, your usual rosemary focaccia is fresh out the oven today!" makes an impression.
Share local updates that your customers care about. That might be a street market you're popping up at, a local partnership you've developed or a shoutout for another small business nearby.
Run exclusive offers for your WhatsApp contacts. Think early access, loyalty rewards or flash discounts. People love feeling like they're "in the know".

6. Use automation without losing the human touch

Automation can save you time – but the key is to use it to enhance, not replace, real connection.

WhatsApp Business lets you set up:

Greeting messages: these automatically welcome new customers when they first message you. Something simple like, "Hi there! Thanks for getting in touch with [Your business name]. We'll be with you shortly." sets the tone.
Away messages: useful outside of working hours. Let people know when you'll get back to them, so they're not left wondering.
Chatbots (optional): for slightly more advanced users, you can integrate simple chatbots to help with FAQs or booking links. These don't need to be fancy – just helpful.

When you put it in place properly, automation makes your business feel reliable and responsive, even when you're not online 24/7.

7. Be human and authentic to build trust

People don't want to chat with a faceless brand. They want to connect with real people. WhatsApp Business lets you do exactly that.

Use a conversational tone. You can still be professional without sounding robotic. Think of how you'd speak to a customer face to face.
Share behind-the-scenes updates. Maybe a peek into your kitchen, a new delivery arriving or your team preparing for a pop-up. It builds connection and shows the real people behind the business.
Don't be afraid to use voice notes, emojis (sparingly) or even photos. These can all make your messages feel warm and genuine.

8. Track what's working – and what isn't

WhatsApp Business gives you basic but useful insights. You can check:

How many messages were sent, delivered, read and responded to.
Which types of messages get the most engagement.

Combine this with direct feedback from customers. Ask people casually if they find your updates helpful, or what they'd like to hear more of.

This helps you refine your approach over time – without guessing.

9. Use templates and checklists to make life easier

Here are a few quick templates to save you time:

Greeting message

Hi there! 👋 Thanks for messaging [Business name]. Let us know how we can help – we'll be with you shortly.

Away message

Thanks for getting in touch. We're currently closed but will reply during our opening hours: [insert times]. Speak soon!

Appointment reminder

Just a quick reminder about your appointment with [Business name] tomorrow at [time]. Let us know if you need to reschedule!

Order confirmation

Thanks for your order, [Customer name]! Your [Product] will be ready for collection at [Time]. See you soon!

Quick checklist for setting up WhatsApp Business

Download WhatsApp Business.
Add your business name and profile picture.
Write your description and opening hours.
Set up your catalogue.
Add quick replies and away messages.
Label active chats.
Start messaging!

In summary

It's really easy to get going with WhatsApp Business. All you need to begin is a clear idea of how it fits your business, a bit of set-up and a daily habit of checking in with your customers.

In a city like London, your customers will thank you for being easy to reach and quick to respond.

You could be a florist in Clapham, a barber in Bethnal Green or a yoga studio in Peckham – WhatsApp Business will meet you where you are and help you grow from there.

Grow London Local: Support for London's small businesses

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