WhatsApp Broadcasting: Tips and Tricks to Scale Your Messaging Efforts
WhatsApp Broadcasting: Tips and Tricks to Scale Your Messaging Efforts

WhatsApp Broadcasting: Tips and Tricks to Scale Your Messaging Efforts

Shivasankari Bhuvaneswaran

Table of Contents

As savvy business owners, you are always on the hunt for the next big thing in marketing.

Well, pause that search. Because we've got the answer for all your messaging problems, WhatsApp Broadcasting.

Why should you care?

Because it offers an eye-popping 98% open rate for messages within the first two hours of being sent. That's not just double, triple, or quadruple, but a whopping five times higher than the open rates for emails and SMS!

Now, that beats those good old emails and SMS messages hands down!

And if that's not enough to make you intrigued, how about this?

We're talking about conversion rates skyrocketing to stratospheric levels of 45-60%!

That's not just a little increase, oh no, it's a staggering 12 times hike when compared to the traditional communication channels.

But, wait there's more...

Now that we've got your attention, let's dig a little deeper. As you embark on a journey to explore WhatsApp broadcasting, you can take one of the two main routes:

  1. WhatsApp Business App – the trusty steed, reliable and packed with features.
  2. WhatsApp Business API – the speed racer, super fast, efficient, and advanced.
An image that conveys the message that WhatsApp Broadcasts are encrypted end-to-end and ensure security

WhatsApp Broadcast vs. Group: A Comparison For Business

Comparing a WhatsApp Broadcast to a WhatsApp Group is like contrasting a fancy cocktail party with a local block party. Each has its use, but one is more suitable for businesses. Let's examine these two features' roles in business communication

What's a WhatsApp Group?

A WhatsApp Group is a platform where participants can freely communicate. They can send messages, photos, videos, etc. It's suitable for family or social discussions. However, for business purposes, it can be chaotic.

What About Broadcast?

WhatsApp Broadcast is a feature that enables businesses to send messages to multiple contacts at once, without revealing the recipients to each other. Although the messaging is one-to-many, it is personal ensuring that your messages don't get overlooked or lost in a sea of business communication.

Here's a nifty comparison table of WhatsApp Groups vs. WhatsApp Broadcast

This table depicts a comparison of WhatsApp Groups vs. WhatsApp Broadcast

So, if you're a business aiming for effective communication, WhatsApp Broadcast is your go-to.

It's like slipping a personalised note to each of your customers, rather than yelling your message in a crowded marketplace. And isn't that what every growing business seeks?

Advantages of Utilizing WhatsApp Broadcast

Listed below are some of the advantages of implementing WhatsApp Broadcast

  1. Efficiency and Timely: This feature is akin to having your own mini broadcasting station; one message is sent to many, saving you valuable time and effort.
  2. Simplify Communication: No more stuffing multiple contacts into a single chatroom. With Broadcast, each recipient receives the message as though it was a personal chat.
  3. Convenient and User-Friendly: Creating a Broadcast list is a breeze. Once it's set up, you can use it at will, making it a perfect tool for mass communication.

Why WhatsApp Broadcast is Crucial for Businesses of All Sizes?

Now, let's unravel the mystery of why WhatsApp Broadcast is so crucial for businesses. We're not just talking about the 'nice-to-have' kind of crucial, we're talking 'need-it-like-oxygen' crucial! Here's why:

Direct Marketing: In the era of digital marketing, direct communication is the king. With WhatsApp Broadcast, businesses can send promotional messages directly to their customers. It's like being a modern-day town crier, but instead of yelling in the streets, you're popping up on people's phones.

"For example, a restaurant could use it to send a tantalising picture of their new dish directly to their customers' WhatsApp. A variety of industry verticals ranging from travel companies to e-commerce businesses can use this feature to reach out to their potential customers."

Instant Customer Support: With WhatsApp Broadcast, businesses can provide instant customer support. Imagine being able to answer all your customers' queries in real-time, without them having to wait on hold. It's like being a superhero with the power of teleportation, popping up wherever you're needed in an instant!

"Ever stumbled upon a cheeky little WhatsApp button on a business's support page? Well, my friend, give that a tap and you'll be taken straight to their Shared WhatsApp Inbox."

Efficient Communication: Time is money. WhatsApp Broadcast allows businesses to communicate efficiently, saving both time and money. You can send a single message to hundreds of contacts at once.

Outage message? Check!

Order confirmation and updates? Done!

Sales nurturing campaigns? You've got it!

What’s more, if you have a tool like Gallabox’s AI-powered chatbot by your side, you can automate them all!

So, you see, WhatsApp Broadcast is more than just a fancy feature, it's a powerful tool for businesses. And with the right approach, it could be your secret weapon in the battle of the brands!

The Limitations of WhatsApp Broadcast

We've spent quite a bit of time chatting up the wonders of WhatsApp Broadcast for businesses, haven't we? Well, it's time we lifted the bonnet to highlight the not-so-rosy aspects.

Yes, WhatsApp Broadcast has its limitations too.

Limitation 1: The 'Saving' Conundrum

Your message will only reach those who have saved your number. Expecting this from everyone is like expecting all partygoers to know your drink preferences. It's quite unrealistic.

Limitation 2: The 256-Contact Cap

Think about being an event planner with a large contact list, only to discover WhatsApp limits you to 256 contacts per broadcast. This could mean sending multiple broadcasts to deliver the same message to everyone in your invite list!

Limitation 3: The 'Two Blue Ticks' Predicament

Here's another speed bump - you won't know if your message has been read unless the recipient has enabled read receipts. It's like sending a love letter and waiting forever for an answer. Heartbreaking, right?

Limitation 4: The No Reply Zone

Think of being the only sober person at a wild party, sounds lonely, right? That's how WhatsApp broadcast works. Like the sober person, only the sender receives replies in a broadcast. It's a one-sided conversation, with no group interaction, just you and your audience (if they want to talk to you that is).

But don't rule it out just yet.

Remember, every cloud has a silver lining!

While these limitations may seem like a bummer, they're not insurmountable.

With a bit of creativity and some tech wizardry (hello, Gallabox WhatsApp Broadcast), you can still make WhatsApp Broadcast work wonders for your business.

Understanding the Difference: WhatsApp Newsletters vs. WhatsApp Broadcasting

Decisions, decisions, decisions!

As with most things in life, the choice between WhatsApp Newsletters and WhatsApp Broadcasting isn't black and white.

It all comes down to what you need.

WhatsApp Broadcasting: If you're all about reaching out to a large number of contacts with promotional messages, this is your go-to option. It's like shouting out your offers from the top of a hill - everyone hears you!
WhatsApp Newsletters: Now, this is a bit more sophisticated. WhatsApp Newsletters are perfect if you're looking to send more personalized messages to a group of subscribers who have willingly "opted-in" to hear from you!' It's a more personalised chat over a cup of tea, if you will.

Creating a Broadcast List: Best Practices to Follow

So, you've had a taste of the WhatsApp Broadcast feature, and you're itching to get started, right? Before you dive in, there are a couple of important things we need to get straight.

Like any powerful tool, WhatsApp Broadcast must be used wisely to avoid running afoul of WhatsApp's rules. Here are five best practices to follow while creating and managing a broadcast list.

1. Know Your Audience

First things first, know your audience like the back of your hand.

If you were a DJ, would you play techno at a country festival? Absolutely not!

So why would you send irrelevant broadcast messages to disinterested customers?Take the time to understand their preferences and pain points, and tailor your messages to match their needs.

2. Keep It Personal, Keep It Real

Remember, you are not the only one competing for your customers' attention.

Their inbox is a battlefield, and to emerge victorious, you need to be different.

How do you achieve this? Stay personal and authentic.

Use their first name and send messages on special occasions. In short, make them feel valued.

Segmenting Your Audience for Personalized Broadcasts

Segmenting your audience is not just a strategy, but an art form in the world of mass broadcasting.

Consider it as having your very own magic wand, enabling you to strategically modify your broadcasts to align with your audience's specific interests, geographical locations, or purchasing behaviours.

A screenshot that depicts segmentation of contacts on Gallabox for targeted broadcasts

So, how do you go about segmenting your audience? Look at your contacts and identify commonalities!

  1. Are they all from the same city?
  2. Do they share a common interest?
  3. Have they purchased a specific product or service from you?

Once you've got your segments identified, you can create targeted broadcast lists for each group.


Well, would you rather receive a generic message about a sale, or a personal note letting you know that the book you've had your eye on is now on discount?

Your audience is no different.

They want to feel special, they want to feel valued, and segmentation allows you to do just that.

Keep in mind, that in broadcast messages, personalisation and segmentation are crucial.

3. Stick to WhatsApp Broadcast Rules

What’s that, you ask?

Well, let me enlighten you.

WhatsApp users need to have your business number saved in their contacts, and they must opt-in to receive messages from you.

And what happens if you ignore these rules?

You guessed it, you get the boot! So, stick to the rules and stay in the game.

4. Keep the List Updated

Keep your broadcast lists pruned and updated.

If a customer hasn't engaged with your messages for a long time, it's time to let them go.

It's like a tree, the more you prune, the better it grows. So, keep a tab on your list and ensure it's always fresh and updated.

5. Test and Iterate

Last but not least, keep testing and iterating.

Find out what works best with your audience and what doesn't.

  • Are they morning people or night owls?
  • Do they prefer short and sweet messages or in-depth articles?
  • Would they like to be addressed formally or informally?
Keep testing, and you will find your sweet spot.

Remember, a successful WhatsApp Broadcast campaign is not about bombarding people with messages; instead, it's about creating a meaningful interaction.

It's about being the cool DJ who knows what their audience wants. So, tune into your customer's frequency, and watch your business grow!

Setting Up Your WhatsApp Business Account for Broadcasts

Now, let's move on to the main part - setting up your WhatsApp Business account. It's simple and straightforward, let's begin.

Get Your WhatsApp Business Account

Whoa, whoa, whoa! Don't have a WhatsApp Business account yet? No worries! Jump onto your app store, download the WhatsApp Business app and follow the prompts to set it up. It's as straightforward as a dart throw.

Verify Your Business Account

Now, let's talk about verification. Like a bouncer at a club, WhatsApp wants to ensure you're the real deal. Once you've set up your business profile, be sure to verify it. A green tick next to your business name would do wonders for your business credibility. It's like having a VIP pass to the club!

Create a Broadcast List

Time to implement what we discussed. Navigate to 'Chats', click 'Broadcast Lists' and create a new list. Remember, for people to receive your messages, they must have your number saved. This is a WhatsApp rule.

Start Broadcasting!

And now, for the moment you've been waiting for, drumroll please... Start broadcasting! Go back to your broadcast lists, select the one you want, type your message, and hit send. Sit back, sip your tea, and watch the magic happen.

Remember, with great power comes great responsibility.

WhatsApp bulk broadcasting is an incredible tool but use it wisely. Unless you want to become that annoying person who gets blocked and reported!

Comparing WhatsApp Business Broadcast and WhatsApp Business API Broadcast

Are you oscillating between choosing WhatsApp Business or WhatsApp Business API for your broadcasting needs? We've done the research and have a comparison ready for you!

It's a bit like comparing apples and oranges - both are fruits but have different tastes and nutritional benefits.

The difference between WhatsApp Business Broadcast and WhatsApp Business API Broadcast

Crafting Compelling Messages for Effective WhatsApp Broadcasts

Let's discuss how to create compelling WhatsApp broadcast messages. After all, an uninteresting broadcast is ineffective. Here are five tried-and-tested tips to create broadcasts that are captivating.

1. The Headline or Opening Line: The Hook

Make your opening line count!

It should be compelling and interesting to draw in your audience.

Use a question, a surprising fact, or a unique statement to pique your readers' interest. The goal is to make them want to read more, not give everything away upfront.

2. The Body: Delivering Substance

Ensure your message aligns with the headline, is clear, brief, and informative. Avoid unnecessary details, keep it relevant to your audience's needs or interests.

3. The Call to Action (CTA): The Ultimate Goal

Identify your message's goal and decide on your Call to Action (CTA).

This can be as basic as "Click here", "Call now", "Visit our website", or "Reply with YES to subscribe".

Keep it clear, obvious, easy, and enticing.

4. Personalisation: The Sprinkle of Magic

Personalisation enhances your message. Include the recipient's name, refer to past interactions, and keep the content pertinent to them. It's the difference between a general Christmas card and a personalised one. Which is more appealing?

5. The PS: The Last Minute Reminder

A PS is an effective tool to reiterate your CTA, provide bonus info, or tease your next message. It works like the lasting taste of good wine, making your content memorable.

These tips can help you craft engaging WhatsApp messages. Writing is an art, and these tips can lead you towards mastering it.

Struggling with writer's block? Bring ChatGPT into WhatsApp to turn your canned responses into candid!

Tapping into the Power of WhatsApp Business API for WhatsApp Broadcasting

The WhatsApp Business API version differs from the regular app by eliminating the 256-contact limit. This allows you to reach numerous customers simultaneously. Plus, there's no need for the recipients to save your number or respond for you to send messages. This feature offers a convenient communication solution.

Before you start daydreaming about your new broadcasting power, you should know that gaining access to the WhatsApp Business API is not as easy as downloading an app. It's a bit of a rigmarole and best suited for medium and large businesses with hefty needs. Here's all you need to know about getting started with WhatsApp Business API.

Level Up Your WhatsApp Broadcasting using Gallabox

Ready to use WhatsApp Business API? Read our guide on how to set up your WhatsApp Business API with Gallabox. Follow these steps, and you'll be up and running quickly.

Now, let's explore how to share WhatsApp Broadcast messages via Gallabox.

1) Navigate to Broadcast on the left bar

2) Click on + Create New Broadcast to begin

5 Simple Steps to Craft and Dispatch Broadcast Messages through Gallabox

1. Select a Template: Consistency is the key to brand recall and of course, Meta approvals. Gallabox's collection of ready-to-use templates will help you hit the ground running.

2. Narrow Your Audience: Now, here's the real deal! Who do you want to chat with during your fabulous broadcast? Not sure how to handpick your audience? No worries, our guide to selecting the perfect audience has got you covered!

Learn how WhatsApp broadcasting works on Gallabox

3. Personalise Templates: You can never underestimate the power of personalisation and Gallabox's easily configurable templates with variable buttons and media can help you make conversations more engaging.

4. Ship’em Now: Now, it's high time to hit the send button and ship out your broadcast messages. A tad unsure of the process? Just read our comprehensive Broadcast Scheduling Guide and you'll be all set!

5. Analyse Trends: Discover current trends in your broadcast messages and devise a future-proof strategy with insightful broadcast reports that offer detailed performance insights for your broadcasts.

Scaling Up Your WhatsApp Broadcasts with Gallabox

Broadcasting WhatsApp messages to your audience without stepping on the toes of WhatsApp's policies or risking a block, isn't as hard as herding cats!

Embrace the power of automation and data insights with Gallabox to not just send broadcast messages but to make them more effective and engaging. Because, why would you just meet your audience when you can charm them?

  • Save Time: Automate your broadcasts so you can focus on what's important - your business.
  • Stay Compliant: Follow our tips to ensure you're always in the good books of WhatsApp.
  • Measure Success: Use insightful broadcast reports from Gallabox to continually improve your messaging strategies.

Eager to get started with WhatsApp Broadcast? Register for the Gallabox free trial and make your WhatsApp broadcasts more enticing and compelling!

WhatsApp Broadcasting FAQs

Here are some commonly asked questions about WhatsApp broadcasting we've gathered for you. Don't worry, we've got the answers too!

1. How does WhatsApp Broadcasting work?

WhatsApp Broadcast allows you to send a message to multiple contacts in one go without compromising the contact's privacy which is disturbed in the case of WhatsApp Groups.

2. What are WhatsApp Broadcast Lists?

Have a new product, sale, or important update to share with your customers? You don't have to reach out to each of them one by one. That's where the WhatsApp Broadcast List comes in - it's your personal digital loudspeaker!

A WhatsApp Broadcast List is a personalized list of contacts that you can send messages to directly. Unlike a typical group chat, these messages appear in each recipient's personal chats. The best feature of this service is its privacy; recipients cannot see who else is in your Broadcast List. It offers a unique, secure, and user-oriented communication method.

3. How many contacts can be added to WhatsApp broadcast?

Want to reach an unlimited audience with a single click? With the WhatsApp Business App, you can add up to 256 contacts to a broadcast. Want more? With Gallabox, you can add unlimited contacts to a WhatsApp Broadcast. So, go ahead and tap into the power of limitless reach!

4. How do I broadcast multiple unsaved numbers on WhatsApp?

While you can reach out to multiple unsaved numbers on WhatsApp using a semi-automatic bulk send tool, it requires your acquaintance with the 'Click to Chat' feature. To reach all users, even those who have not saved your contact information, combine WhatsApp Business API with a platform like Gallabox.

5. What can cause WhatsApp Business API to be banned?

Misuse examples are threats, harassment, false information, impersonation, and excessive messaging. If these rules are violated, a suspension may occur. Suspension depends on WhatsApp's quality rating. A warning will be issued on FB Business Manager if users report or block you. If ratings are not improved, your number could be blocked, usually due to sending unrequested promotional messages.

6. How do I import contacts into a WhatsApp broadcast list?

Open your WhatsApp Business app and select 'New Broadcast' from the 'More options' button. Choose your audience from your contacts and confirm with the check mark. You can also import contacts from your CRM or Google Sheets using the Gallabox Marketplace integration.

7. How to export a WhatsApp broadcast list?

Looking to export your WhatsApp broadcast list in WhatsApp Business?

Here's a simple guide:

  1. Open your WhatsApp Business app and go to the Broadcast Lists screen.
  2. Select the menu button and click on 'Export'.
  3. Choose your desired file type and save the location.

Tool Tip: If you're using Gallabox, use the 'Download action' button for a quick download of the broadcast list.

Further Reading

Here are a few other articles that you may be interested in:

Shivasankari Bhuvaneswaran

Shivasankari BhuvaneswaranTwitter

Content Strategist | Storyteller | Copywriter | SEO Enthusiast | Tone of Voice Consultant | Writing Coach | All Things Content @ Gallabox |