Freelance Secretary: How to Find Clients?
When you launch your business and proudly tell everyone “I’m an entrepreneur”, the very first fear that often arises is the fear of not finding clients.
Finding clients and keeping them loyal is not always easy when you’re just starting out. Many freelancers feel uneasy with commercial outreach and think sales skills are innate. But remember, as a freelance secretary, you work alone and must build your visibility yourself
Develop Your Network
The Rule of the Three Circles
Once your project is launched, your next mission is to make it known as widely as possible. Communication is the key to success. To maximize your chances, apply the “three circles rule”.
Your first circle includes the people closest to you, like family and friends. They are the most reactive, because they know you and want to see you succeed.
Talk to them in person or send them a message. Tell them that if they want to support you, they can share your project on social media or mention it around them.
Grow Your Professional Network
Your second circle is made up of the acquaintances of your first circle, such as friends of your friends and your family’s contacts. These people will discover your activity thanks to word of mouth and social media shares.
Finally, the third circle is the hardest to reach. It includes completely new people and internet users you don’t know. This is when you need to communicate more widely, especially through media, local institutions and the communication channels of your partners. On social media, identify relevant influencers in your niche and send them a short introduction message.
BNI and Professional Events
BNI (Business Network International) is a professional networking group based on mutual referrals. It brings together business owners, freelancers, small businesses and entrepreneurs who want to grow their activities. Participating in BNI can be expensive for someone just starting out, so look for more accessible local networking groups that charge only a small annual fee and organize regular meetups to exchange contacts and recommendations.
Another major event is Go Entrepreneurs (formerly the Salon des Entrepreneurs), the leading business event in Europe. It is ideal to promote your freelance secretary services and meet potential clients.
Coworking Spaces
Coworking spaces are frequented by entrepreneurs, freelancers and small companies who work or hold meetings there. These spaces naturally encourage conversations and connections, giving you an affordable opportunity to network.
Client Recommendations
If you already have satisfied clients, let them know you’re growing your business. A happy client who recommends you has a strong impact on their network. Word of mouth is still one of the most powerful acquisition channels.
Increase Your Visibility
Local Newspapers
A simple article in your local newspaper can make you stand out in your region. It’s perfect if you’re targeting local clients. Many businesses prefer to work with a provider located nearby.
Print Communication
Leave business cards or flyers in strategic locations.
For example
• a popular bakery where artisans and small business owners go for lunch
• office supply stores
• business centers that host small companies
Vehicle signage is another efficient tool. A branded car can be seen by 10,000 to 150,000 people per day depending on your routes and parking spots. Unlike paper ads, your car is visible all day, every day.
Google My Business
Google My Business helps highlight your business profile and website in Google Search and Maps. It is extremely useful for attracting local clients.
You can add photos and videos of your office or your services to make your business profile more appealing. Think of it as a digital storefront.
Online reviews are essential today. According to a SEO Tribunal study, 86 percent of internet users check online reviews before choosing a product or service.
Local Presence and Social Media
Being active on social media is effective if you use it properly. Take a moment to define your strategy.
Where are your prospects? What do you want to post? Which platforms should you use?
Some platforms are professional (LinkedIn, Viadeo) while others target the general public (Facebook, Instagram, Twitter).
Tips from our Community Manager
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• Focus on no more than two platforms to stay efficient
• Choose one professional network and one personal one
• Keep your image clean and avoid sharing private life details
• Avoid grammar and spelling mistakes
• Prioritize quality and relevance over quantity
• Use high quality visuals and avoid watermarked images
• Create a professional page distinct from your personal account
Website and Newsletter
Your website must be well structured and responsive (optimized for smartphones and tablets). The platform doesn’t matter (WordPress, Wix, etc.) as long as it meets web standards.
Your professional website should include
• a list of your services
• an “About” page to introduce who you are and what you bring
• clear contact options (phone, email, contact form)
• client reviews and testimonials
• a strong call to action, such as “contact”, “request a quote” or “book an appointment”
If your website is well referenced, clients will come to you. Don’t hesitate to get help from a web or SEO professional.
A newsletter is also an excellent way to build loyalty. It must be sent responsibly and in compliance with GDPR. Share useful content related to your field to maintain your audience’s interest.
In Summary: How a Freelance Secretary Can Find Clients
Start with the “three circles rule”
• Expand through networks like BNI or other business groups
• Attend professional events and fairs
• Use coworking spaces to meet new contacts
• Encourage client recommendations
• Boost your visibility through local media and print communication
• Use Google My Business and social media strategically
• Build a strong website and use newsletters to retain clients
Teleconsultation: Everything You Need to Know
Teleconsultation has been developing in France since 15 September 2018. After several unsuccessful attempts to book an appointment with your doctor, you decided to try teleconsultation.
What Is Teleconsultation?
Teleconsultation is a remote medical consultation during which a doctor, whether a general practitioner or a specialist, examines a patient via video. The patient may be assisted or unassisted by another healthcare professional (for example a nurse, pharmacist, or another doctor).
Telemedicine solutions have become essential to improving access to healthcare. Teleconsultation facilitates medical care for patients with chronic illnesses, mobility issues or those living in medical deserts.
Who Can Provide Teleconsultation?
Any doctor can offer teleconsultation, regardless of their specialty, place of practice or type of medical structure (private practice, multi professional health center, clinic, hospital, retirement home, etc.). Teleconsultation is available throughout mainland France as well as in overseas departments and regions including Mayotte.
Teleconsultation must follow the coordinated care pathway, which means you must initially be referred by your usual general practitioner. A teleconsultation with a specialist should therefore be carried out after a referral from a doctor, usually your primary care physician.
General Practitioners
Dentists
Legal Professionals
Ubiclic is not only for healthcare
Ubiclic: Teleconsultation and Appointment Scheduling for Everyone
How Does Ubiclic Teleconsultation Work?
1. Online Scheduling – Book Your Appointment Online
Log in to Ubiclic. Search for a specialty, then choose the practitioner and time slot that suits you. Select the teleconsultation option and validate your appointment. You will receive a confirmation email or SMS. A bank pre authorization will be applied when you confirm your booking.
2. Upload Your Medical Documents
Teleconsultation allows you to receive a digital prescription after a virtual medical examination. This type of prescription cannot be altered, and it saves considerable time.
3. Attend Your Teleconsultation
Log in to your Ubiclic account. In the “My Appointments” tab, a green blinking camera icon will appear. Click it to enter your virtual waiting room. Authorize access to your microphone and camera.
Log in to the waiting room 15 minutes before your teleconsultation begins.
4. Billing – Reimbursement of Teleconsultations
Online consultations are eligible for reimbursement by the French National Health Insurance. Ubiclic also offers third party payment with practitioners who support it, meaning you don’t need to pay upfront as long as you are registered with Social Security and have complementary health insurance.
Before starting the teleconsultation, the doctor is legally required to obtain the patient’s consent. Just like an in person consultation, the doctor is bound by medical confidentiality and must ensure the privacy of your information.
The Benefits of Telemedicine
Telemedicine: A Response to Medical Deserts
Telemedicine can help address the problem of medical deserts areas where healthcare professionals are scarce or absent. In these regions, limited access to healthcare can have severe consequences for residents.
Online Consultations: A Solution to Mobility Issues
People who cannot travel can now obtain medical advice more easily, particularly those living in rural areas.
Reduced Waiting Room Time
No need to wait in a doctor’s waiting room where viruses may circulate. Teleconsultation lets you speak to a doctor from the comfort of your home. It is considered an effective way to reduce contamination risks in waiting rooms.
Improved Quality of Care
Telemedicine can improve the quality of care by allowing healthcare professionals to collaborate more easily and share important medical information in real time.
Les questions courantes autour de la téléconsultation
A patient may be accompanied by a family member during an online consultation. However, for billing and medical reasons, a single teleconsultation applies to one patient at a time. The appointment always concerns one person.
With the patient’s prior consent, the doctor may conduct the teleconsultation in the presence of another healthcare professional such as a pharmacist, a nurse or a healthcare worker from a nursing home (EHPAD). This is entirely permitted and can help ensure better coordination of care.
A stable internet connection is essential to ensure a high-quality teleconsultation, avoid glitches and limit the risk of interruptions or disconnections.
You need a connection speed above 2 Mbps. This is the case for 99 percent of ADSL connections and for 100 percent of fiber-optic connections.
You can check your internet speed here.
Any device capable of supporting a video call is sufficient, as this is the only essential requirement. The consultation can be carried out using a computer, a tablet or a smartphone.
Terms and Conditions, GDPR and Mandatory Documents: Be Ready for Your First Clients
As an independent secretary, you have created your business plan, chosen your legal status and completed all the required steps, but have you thought about the administrative documents you must provide to your clients? You have probably already heard about them. In this article, we will talk about Terms and Conditions (CGV) and GDPR.
What Are Terms and Conditions (CGV)?
The Terms and Conditions (CGV) are a document whose main purpose is to define the contractual relationship between a professional and their clients. They must be provided to any client who requests them, and if the client does not request them, their communication is not mandatory. However, they must appear in contractual documents (order forms, quotes, contracts) and promotional materials. Failing to do so may result in sanctions.
CGV inform clients (both consumers and professionals) of the conditions before any transaction and form the basis for negotiation between the two parties.
The format of the CGV is not regulated by law, but they must be presented in writing and signed by the client. For online service providers, the law requires that the CGV can be downloaded and printed.
Important: CGV must be adapted to the professional’s specific activity. Terms and Conditions for the sale of goods will not be the same as those for service provision.
CGV primarily aim to inform the client, but their importance differs depending on whether the professional is dealing with a consumer or another professional. In B2B relations, CGV specify pricing methods and conditions, helping avoid disputes during contract execution.
Would you like to optimise your telephone prospecting ?
How to Write Effective Terms and Conditions?
Writing CGV is challenging when you’re just starting out. Many new entrepreneurs are not comfortable with legal terminology and sometimes copy CGV from other websites.
Warning: Copying CGV from another website exposes you to legal risks and may be considered copyright infringement. It is better to use a customizable template.
To help you avoid problems and make the process easier, here are some good practices. Please note that the information in this article is indicative and does not replace legal advice.
Mandatory Clauses in Your CGV and Service Agreements
Your Terms and Conditions must include:
Your identity and contact details
The main characteristics of the service
Unit prices, pricing methods or a detailed quote
Payment terms, deadlines, late penalties and indemnities
Possible discounts and applicable conditions
Service delivery deadlines
Dispute resolution procedures
Right of withdrawal conditions (Hamon Law grants consumers a 14-day withdrawal period for online services)
Note: You may use different CGV for different categories of clients (wholesalers, retailers…).
CGV vs Service Contract: What’s the Difference?
CGV provide a general framework that applies by default.
The service contract becomes essential when specific arrangements deviate from the CGV.
A contract allows you to modify or supplement the CGV depending on the needs of a particular mission.
As a service provider, you must specify in the contract that contract terms prevail over the CGV.
Example: Change in service pricing, delivery deadlines or payment terms.
You can find an example of a service agreement template here.
What Is GDPR?
GDPR stands for General Data Protection Regulation. It regulates the processing of personal data within EU member states since May 25, 2018. It harmonizes rules across Europe and provides a single legal framework for professionals. Every business must comply, from large corporations to freelancers.
You hear about personal data all the time, but do you really know what it means?
The CNIL defines personal data as “any information relating to an identified or identifiable individual.”
As an independent secretary, you handle many personal data items (name, address, email…). You must be able to prove how you use them.
Personal data must be:
Processed lawfully, fairly and transparently
Collected for specific, explicit and legitimate purposes
Stored only for the necessary duration
Protected with appropriate security measures against unauthorized access or misuse
How to Write Your GDPR Documentation?
1. Appoint a Data Protection Lead (DPO)
Appointing a Data Protection Officer is recommended, but not mandatory.
When you work independently, you simply become your own DPO.
2. Create a Data Inventory
To comply with the regulation, you must list all personal data processing activities you perform. Include all departments collecting data: sales, HR, communication, etc. Organize the data by purpose or retention period.
3. Prioritize Your Actions
Based on the inventory, define your action plan.
Key reminders:
Stop collecting data that is not necessary
Define how users can exercise their rights (access, correction, portability, withdrawal of consent…)
Ensure your subcontractors comply with GDPR
Review stored data and plan deletion deadlines
Be especially careful when processing:
Health or sexual orientation data
Criminal or legal records
Minors’ data
Data transferred outside the EU
4. Risk Management
Once your data and risks are identified, you must create a Data Protection Impact Assessment (DPIA).
A DPIA includes:
A description of the processing and its purpose
An evaluation of the necessity and proportionality of the processing
An assessment of risks for the individuals
Measures to mitigate those risks
The CNIL provides guidelines, tools and a dedicated PIA software to help carry out DPIAs.
You must also ensure your partners and subcontract
5. Document Your Compliance
You must document everything proving that data is stored and processed securely.
This includes:
Secure servers
Data encryption
Access control
Audit trails
Data backup procedures
You must also ensure your partners and subcontract
Independent Secretary: What You Absolutely Need to Know
The administrative support market is undergoing major changes. More and more companies across all industries are choosing to outsource their administrative tasks. Hiring an independent secretary is a real asset for a business, offering both time savings and reduced costs. It is a profession with strong potential and a promising future.
Independent Secretary: Discover the Role
The Missions of a Virtual Secretary
Thanks to modern digital tools, independent secretaries can now handle a wide range of tasks. Some are simple and repetitive, while others require greater expertise. These tasks can be performed remotely via the cloud, a dedicated CRM, or onsite.
Here’s an overview of the most common responsibilities of an independent secretary.
Call handling and customer service
Virtual secretaries often manage incoming calls for after-sales service or technical support. They become the voice of the company, so knowing the product or service is essential to provide accurate, helpful answers.
Appointment scheduling
A classic task, but one that requires composure, patience and adaptability when dealing with demanding customers. It also requires agility to propose alternative solutions quickly.
Invoicing and overdue payment follow-up
This is particularly requested by start-ups and small companies. With limited time and resources, outsourced billing follow-up becomes a key asset.
HR support
This can include screening résumés, contacting candidates for interviews, sending interview briefs, or communicating responses to candidates.
This list is a snapshot of what independent secretaries can offer. Tasks vary depending on their skills and specializations.
Fundamentals of the Profession
Hard Skills You Must Master
The term “hard skills” refers to technical abilities typically listed in the skills section of a CV. Becoming an independent secretary technically requires no formal diploma. However, candidates can validate prior experience (VAE) to reassure potential clients.
Training in administrative management and secretarial work is strongly recommended to strengthen credibility and demonstrate real expertise.
Key expected skills include
• Mastery of office software
• Strong telephone and in-person reception skills
• Ability to manage emergencies
• Ability to report on completed tasks
Soft Skills You Must Have
Soft skills refer to behavioral competencies often developed outside formal education. Independent secretaries must demonstrate:
Flexibility and versatility
Given the variety of tasks, adaptability is essential. Topics and contexts can change from one moment to the next.
Strong organizational skills
Good organization improves stress management, respects deadlines and ensures clear communication.
Excellent interpersonal skills
You must know how to adjust tone, vocabulary and communication style depending on the person you’re speaking to. Remember that you represent your client’s business.
Autonomy
Being independent means solving problems without constantly relying on others. This is crucial for efficiency and stress management.
Essential Tools for Virtual Secretaries
Technology and Equipment
Contrary to common belief, becoming an independent secretary is not entirely free of investment. While costs are reasonable, certain equipment is essential:
A computer
Preferably a laptop if you plan to work onsite occasionally. The required performance depends on the software you use.
A comfortable office chair
It prevents long-term health issues. (We wrote an ergonomic guide about this!)
High-speed internet
Call quality relies heavily on your connection.
A good microphone and headset
Since you’ll spend hours on calls, comfort is crucial. A wireless headset is ideal to allow movement and note-taking.
USB keys or external drives
To save and secure your data.
A High-Performance Call Management Software
The primary criterion when choosing call center software is how well it fits your needs. More advanced than a standard business telephony system, a call-handling platform allows you to manage inbound and outbound calls, schedule appointments and optimize productivity.
Instant Messaging
An instant messaging channel streamlines internal communication and information transfer. It may also include light file sharing.
Powerful Statistical Tools
A complete analytics module allows you to dive into detailed call data and performance metrics. You can filter by user or call group and generate custom reports.
A supervision interface provides a real-time overview of all key indicators.
All statistics can be exported to justify activity to clients.
Contact Pop-Up (Caller Identification)
Retrieve detailed information about the caller before picking up. This feature helps personalize the call and improve customer satisfaction.
Call Center Agents and Sedentary Work: How to Reduce the Risks
The rise of new technologies and digital tools has drastically changed the way we work.
Sitting for hours, eyes fixed on a screen do call center agents suffer from excessive sedentary behavior?
What Is Sedentary Work?
First, it’s essential to distinguish sedentary behavior from physical inactivity.
A person is considered sedentary when they spend at least seven hours per day sitting.
According to the French National Observatory for Physical Activity and Sedentarity (ONAPS), call center agents remain seated for an estimated twelve hours on a workday and nine hours on a day off.
Health Risks Associated With Sedentary Behavior
Sedentary behavior is a major public health issue. According to the WHO, lack of physical activity is the fourth leading risk factor for death worldwide.
Its harmful effects increase the risk of
• diabetes
• high blood pressure
• cardiovascular diseases
• obesity
How to Reduce Sedentary Behavior in a Call Center
Several small actions can make a real difference to your health.
Between calls, agents take breaks what if you encouraged them to stand up during those breaks?
Any excuse to get off the chair is beneficial:
• take the stairs instead of the elevator
• walk across the hall instead of calling a colleague
• move regularly between calls
To stay in good shape, the WHO recommends 10,000 steps per day.
Call Center Equipment
Providing your agents with wireless headsets can also help.
They allow agents to continue handling calls while moving around.
According to a YouGov study, the results speak for themselves
75 percent of wireless headset users report taking more calls.
Ubicentrex recommends Sennheiser headsets, used by our own teams, along with IP telephony.
“A good worker needs good tools.”
Office layout and furniture choices are also central issues.
Standing desks, for example, allow agents to alternate between sitting and standing, reducing time spent seated and preventing back problems while improving concentration and performance.
Workplace Ergonomics: Maintaining Good Posture
Call center agents spend the day sitting but also facing a screen.
Screen, keyboard and chair adjustments have a significant impact on health.
How to adjust your chair properly
Choose a chair with
• adjustable height and tilt
• a seat that does not press under the thighs or behind the knees
• a front edge that curves downward
• waterproof, breathable, non-slip upholstery
• lumbar support
• a five-point base
• wheels adapted to your floor
• armrests adjusted to elbow height
Comment bien ajuster son fauteuil.
If you cannot adjust your desk height, adjust your chair instead.
The simplest way to find the right height
• stand in front of the chair
• adjust the seat so it reaches just below your knees
Then position your arms and feet properly
• forearms horizontal
• elbows bent at 90°
• shoulders relaxed
• feet flat on the floor (use a footrest if needed)
Workstation Layout
The arrangement of your equipment (keyboard, mouse, screen) makes all the difference.
A poorly positioned screen forces the user into awkward posture, causing
• musculoskeletal disorders
• eye strain
• headaches
Screen height should be at or slightly below eye level.
Slightly tilt the screen to reduce glare.
Distance matters
Place the screen at arm’s length without touching it.
Keyboard and mouse should be 10 to 15 cm from the edge of the desk and aligned to avoid twisting your body.
Small tip
Don’t leave your hand resting on the mouse in click position when not needed.
Stretching Exercises Every Call Center Agent Should Know
A healthy workspace may not be enough. It is also recommended to perform regular stretching exercises.
You can find a short video produced by SIST summarizing simple daily stretches for screen-based work.