A Study of the Negative Impact of Technological Development on the Secretary in a Modern Office (a Case Study of Some Selected Banks in Umuahia, Abia State)
Chapter One
PURPOSE OF THE STUDY
The general objective of this study is to evaluate the place of a secretary in a technological advanced economy. The specific objectives includes:
- To examine the kind of modern technology that exist in the organizations.
- to find out if modern technology pose any threat to the secretary.
- to find out, if secretaries will adequately fit in the modern technological office environment, when they are sufficiently trained.
- to examine if technological advancement can generate job opportunities or unemployment for secretaries.
- to study how technological advancement in offices can facilitate or mar the job of secretaries.
- to appraise the changes which technological advancement can cause in the duties of secretaries.
- to recommend measures for blending the job of the secretary and sophisticated modern equipment in achieving high productivity in offices.
CHAPTER TWO
REVIEW OF RELATED LITERATURE
BRIEF HISTORY OF THE PROFESSION
Just when secretaries originated no one knows exactly. The role arose out of the mutual need for a prominent person to whom confidential matters could be entrusted and who could act as an assistant for a manager. But the origin could be traced as far back as 1829 and 1937 (Encyclopedia of careers and the vocational guidance 4th Edition vol . 11) which Isaac Pitman and W.A Burst, introduced and invented shorthand and typewriting respectively in America.
However, the profession started in Nigeria in the 1920’s with pioneering firms like United African company (UAC) and John Holt company Limited, training people to become clerks and typists.
More so, in 1949 the Nigerian Government made a conscious plan for qualitative training of professional in Nigeria, including secretarial studies. And this was because effective preparation of secretaries in Nigeria did not have a bright beginning.
Subsequently, there came the existence of colleges of Arts, Science and Technology, Amacfula (1986) Along with this were staff training centers such as the institute of Administration, which included secretarial training in their course of study. There were also, few other private commercial institutions which offered business to secretarial aspirants for first entry into the jobs.
The number of secretarial staff than was still very minimal, therefore, the need for clerical and secretarial staff forced the colonial officers to introduce some elements of business education into their curriculum of business studies. Thus, the Bonny Government school and Hope inleddel secondary school was established about the same period and they included in their curriculum, subjects like shorthand, typing and economics.
And today, many commercial, secondary schools and comprehensive secondary owned by both government and private proprietors, are all over the place to run beginner courses in professional work.
At the higher institution many polytechnics both federal and states are running this programme to train secretaries. Presently, four of our Nigerian universities are offering degree programme in secretarial science, these are the university of science and technology port- Harcourt, rivers state university, Niger-Delta university and Babcock University Lagos. There is also an advanced degree programme introduced to rain secretaries and this is the National Association of chattered secretaries (NACS) in Lagos.
TECHNOLOGICAL ADVANCEMENT AND MANPOWER DEVELOPMENT
When an organization introduces processing system, which in other words is known as Automation, manpower requirement changes. And so, the atternative will be to select qualified men outside, applicants who are already trained and qualified to handle this office automation. Training in word processing should b direct towards several objectives. Beyond training in basic operation of equipment, it is especially important that word processors develop typing skills from both auditory and visual input.
In addition, knowledge of special computer language many be desirable since such knowledge lends itself to more efficient or immovative use of the computer.
Harrison (1985) has it that secretaries have place in the office in future. Although, he admitted to the fact, that secretaries role is changing, and he feels that this change is for the better. He went further to say that today’s secretaries are doing budgets, spread sheets, graphs and a lot of other things beside typing. To him the secretary and the manger are seen as a team. Because a good secretary can make a manager. So for managerial productivity to be achieved, more powerful tools are to be placed in the hands of a secretary.
Thousands of words have been processed in the last few years on the impact of new technology on office workers and in particular on the role of a secretary.
CHAPTER THREE
RESEARCH METHODOLOGY
This chapter deals with the methods and procedures that were adopted by the researcher in carrying out this study. Therefore, it is divided into the following headings:
- Area of study
- Population
- Method of data collection (sample an sampting technique)
- Instruments used for data collection
- Decription of instruments used
- Validation of the instruments
- Reliability of the instrument
- Method of data analysis.
AREA OF STUDY
This research took place in three banks in Umuahia, Abia State.
POPULATION
The population used by the researcher totaled thirty-five (35) which includes all executives and secretaries. All working in the three banks mentioned earlier.
Questionnaires were distributed to a total of thirty-five (35) respondents, which formed the population of the study.
CHAPTER FOUR
PRESENTATION OF DATA AND ANALYSIS
This chapter deals with the results of the tests, which were conducted, with the aid of questionnaires. A total number of questionnaires were distributed among three banks in Umuahia, Abia State and its total number is thirty-five (35). Then twenty 920) responded to it, out of thirty five that was sent.
CHAPTER FIVE
DISCUSSION OF FINDINGS
Analyzing the data collected to answer the research questions geared at finding solutions to the Negative Impact of Technological development on the secretary in a modern office.
The analysis of the data revealed the following:
In table two of chapter four, 20 respondents from the three selected banks said, that if they are being properly trained, that they can b=handle this new machine well. Showing that training is needed for secretaries to learn how to handle this equipment effectively and efficiently.
Table three has it that, some workers still feel that the computer as a new machine has displaced worker. Because out of the twenty respondents, five said, that it has displaced workers, while fifteen said, no, that it has not displaced workers. But that it is a shift in base or knowledge.
Also in table four, some servetarial roles, were listed and all the respondents were asked to indentify the appropriate ones that are suitable for the secretary. In carrying out his/her task. And they all said that all the under listed roles are very important and are appropriate for the secretarial profession.
Through observation, I noticed the secretary perform this task effectively.
As shown in table five, all the respondents has it that organizations do not train workers for this new technological development. Meaning that secretaries must learn how to use this new machine before being employed.
Fifteen respondent, said that modern technology has pose no threat to secretaries. This shows that, this new computers or machine is not a dangerous tool but a helpful one for secretaries to perform their task accurately & effectively.
In respect to the question asked at task seven, fifteen respondent out of twenty said that this new technological development generatic job opportunities for secretaries aid executive secretaries. And table eight, has it that facilitate the job of a secretary.
All the respondents in table nine said that, workers do not oppose management decisions on the introduction of this new machine.
Table ten, has it that typewriters are still useful in some organizations. The three banks where this research work is being carried out said that they still make use of the typewriters in their organization. And also, other machines, such as the ones listed at table eleven are still very important in every organization.
Hence, from the oral interview concluded, all respondents from the three banks said that technological development gave job opportunities and created new career awareness. They also agree that the computer is very necessary for modern banking business, mathematical accuracy, quick customer service, and also efficiency is guaranteed.
More so, the bank itself is a business organization formed solely for service and profit. There is need for various banks to up-date their information and service system to enable them fit into the competitive nature of business banking. Since what matters is customer satisfaction, the introduction of this new machine will go a long way to shorten wastage of customers time and other forms of delay.
This new machine has created job opportunity for those who knows how to handle it effectively. And that is why those who took it as a major course gets job easily.
There is no doubt that technology enhances productivity and increases performance this is because automation cannot be compared to job specialization, the speed is always there. And this fact was confirmed by the three organizations, where this research work was carried.
Finally, this technological advancement creates job opportunities and new careers for secretaries.
CONCLUSION
Having carried out a study on the negative impact of technological development on the secretary in a modern office, the analysis of data has it that, the secretary cannot be displaced or replaced by modern office madrives.
Findings also revealed that, the secretary’s mace in an organization can not be taken for granted. If there is no qualified secretary in an organization, activities in that particular organization, conus to a stand still, no matter the type of technology used.
In view of this, the researcher concludes that:
- No technology can displace or replace the secretary entirely in the organization.
- the existence of modern office technology is made possible by human effort, which is done by either a secretary or any other staff specially trained for that.
- the assumption of technological development being a threat to the survival of secretaries in today’s world is rejected.
- that no organization can survive in isolation of the secretarial services.
RECOMMENDATION
Based on the summarized findings, the researcher offers the following recommendations:
- There should be an introduction of require course automation and computer into secretarial studies school curriculum.
- the student secretaries should have indent knowledge of the utilization of these machines, so that they will not be afraid of being displaced in future, when faced with innovations.
- there should be a change in the attitude of people since secretaries have started adapting to the computer revolution.
- management should not hesitate to introduce this new machine to their workes, knowing full well that they cannot oppose duy decisions made by the management.
- secretaries who presently, have not known the operational made of this new technological development, should errol now, for lecturers on it. Since their getting a job depends so much on it now.
LIMITATIONS OF THE STUDY
To carry out this research work, the researcher passed through some problems, which is normal. Because to carry out a research work, difficulties are bound to be encountered. So the problems encountered by the researcher includes:
LACK OF CO-OPERATION FROM RESPONDENT
The researcher found it difficult to convince some of the respondents, who refused to responde positively to the questionnaire. Even in the oral interview some did not give valuable information and few, who were given the questionnaire did not return it back to the researcher.
FINANCIAL CONSTRAINTS
There was no sufficient fund for transportation to the selected organization chosen for this research work. Transport fare was high and as such the researcher could not traved frequently to Umuahia, for more findings.
DEATH OF TEXTUAL MATERIALS
Inadequate materials in the library passed a limitation to the researcher. The researcher has to search for relevant text books for this work, but there was not much existing books available for consultation.
LIMITED TIME
The researcher was not given much time to carry out this research work. The little time given was shared between her course work and the researcher work, which put the researcher in constrained position.
REFERENCE
- Akinson P. (1984) How four secretaries spread the world. Canada ecretary journal, Canada Hinter limited.
- Berkle, N John O.N. and Ronald, Y.S (1969) Computer Application in Management Town. Princeton Preger Publishers.
- Berkrits, O. Nathan N and Robertson, Mithro Junior (1957) Automation Data processing and Management. California Dickenson Publishing Company.
- Cameroon, R.U. (1982) How Technology will change your career. Canada: Maclear Hinter limited.
- Furo, M. William, M. (1977) Introduction to the Computer. New York: Prentice Hall.
- Harrison, R. (1995) Computer for secretaries May change Job Function. Prentice hall Incorporation.
- Igbold J. (1979) Man and computer. New York.
- James, M.G (1982) Are you keeping peace with automation. Canada: Mach Lean Houter Limited.