Appraisal of the Contributions of Modern Communication Equipment to Job Performance of Secretaries in Selection Business Organizations
CHAPTER ONE
PURPOSE OF THE STUDY
Generally, this study stands to appraise the contributions of modern communication equipment in organizations, but especially to the job performance of secretaries in business organizations in the following ways:
To examine the availability of modern communication equipment in organizations.
To ascertain the level of the skill and training needed by the secretary to meet up the challenges of information technology.
To evaluate the impact of these equipment on the work output of the secretary.
To examine the availability of modern communication equipment to the secretary.
The benefits that organizations derive by using modern communication facilities.
CHAPTER TWO
In appraising the contributions of modern communication equipment to job performance of secretaries, it is necessary to look into the literatures of previous researchers on the topic. In this chapter of the study, the work of earlier writers that are relevant to this topic is reviewed under the following sub-headings:
Overview of modern communication equipment.
The secretary and the job
Contributions/challenges of information technology
Problems of modern office machines
Summary of related literature
OVERVIEW OF MODERN COMMUNICATION EQUIPMENT
Technological development has introduced a number of laour-saving, time-saving, and cost-saving devices in the communication process. This is because of individuals and organisation’s desire to respond to problems with some kind of solution.
Some modern communication systems that can be found in today’s offices includes the following:
Fax machines
Telephone
Microcomputers
Teleprinter
Dictating machines
Word processor
Microwave system (radio, television)
Telex etc.
In the Dark Ages, business was executed through personal contacts as a universal system of writing and keeping records had not developed. Before the industrial revolution, paper were rarely used in commerce; business transactions were made by word of mouth, business deals were settled and information exchanged at coffee houses in the city of London – Ahukannah in (Pitman 1977). There were no offices as we know them today and therefore no office automation and technology.
The industrial revolution brought new needs to communicate and record business transactions; the word of mouth is no longer sufficient as letters and invoices became an essential part of business (Pitman 1977).
THE SECRETARY AND THE JOB
A secretary is one who apart from the procession of typewriting and shorthand, skills is knowledgeable in managerial and organizational techniques.
As opined by Anaran (1983) a secretary is an assistant to the executive processing mastery of office skills and ability to assume responsibilities without direct supervision, which displays initiative, exercises judgment and makes decision within the scope of her authority.
The ideal secretary can be distinguished by the following characteristics:
Superior secretarial skills: highest efficiency in typewriting, shorthand, communication skills and other business knowledge.
Managerial conventions: a clear understanding of managerial principles and practice.
Institutional convention: familiarity with business of his organization and clear understanding of business policies and procedures with the commonly used business terms, records machines etc.
Certain characteristics and personality traits such as dependability, initiative, honesty, adaptability, tact and common sense. (Chukwumezie in Millenium Secretary 2005 in Nwosu 1998).
CHAPTER THREE
METHODOLOGY
This chapter deals with the procedures the researcher adopted in carrying out the study. The procedures include the following sub-headings:
Design of the study
Area of the study
Population of the study
Method of data collection
Instrument for data collection
Method of data analyses
DESIGN OF THE STUDY
The researcher adopted the survey method. This is because the researcher wants the opinion of few people for generalization. Individuals are the units of analyses as they constitute the respondents to questions to be asked.
AREA OF THE STUDY
This study covered five selected organizations in Owerri urban in Imo State, this includes – NITELL, PHCN, City Communications Limited, Intercontinental Bank Plc, and Sky Links Limited.
POPULATION OF THE STUDY
The population of this study is 30 respondents comprising of 7 secretaries from NITELL, 6 secretaries from PHCN, 5 secretaries from IB PLC, 6 secretaries from City Communications Limited and 6 secretaries from Sky Links Limited.
This population is taken as the sample since the number is not much and to reduce sampling bias.
CHAPTER FOUR
DATA PRESENTATION AND ANALYSES
Having distributed and collected questionnaire, this chapter discusses the presentation and analyses of data so far gathered. For general analyses, the researcher has chosen 3.00 and above as significant (S) while anything less than 3.00 is non significant (NS).
Table 1
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
SUMMARY OF FINDINGS
In the course of the study, finding shoe that:
Organizations as well as secretaries need different types of modern office equipment to enhance operations.
The secretary needs certain skills to operate the equipment and be able to cope with the challenges of office automation.
There has been a positive impact of these equipments on the output of secretaries.
Organizations gain in using modern office equipment.
CONCLUSION
In view of the study, the researcher observed that one profession that cannot ignore the challenges of new technological innovation is the secretarial profession. The role of the secretary is such that no establishment can run successfully and efficiently without employing the services of the secretary.
Since the secretary has prominent role to play in business organizations she must keep abreast of any changing technology particularly those that has direct bearing on secretarial work, such as the use of modern communication equipment.
Secretary’s rapid response to changing technology – the use of automated machines has not caused any harm or hindrance to their productivity; rather it has been an added knowledge.
Considering the fact that the computer technology and other office automation are the fastest changing technology in the world today, and Nigeria is fast embracing the innovation contained, there is understandable need for the secretary to produce mail able documents, send and receive messages faster etc. The use of modern communication equipment by secretaries is therefore a move in the right direction in the office administration and is encouraged to all levels of staff in organizations,
RECOMMENDATIONS
From the foregoing discussions, the following recommendations were derived and it is hoped that it will assist organizations as well as secretaries in maintaining standards and in procurement of modern communication equipment.
The establishments should keep pace with modern development in office technology. They should procure and install modern communication equipment for secretaries.
Secretaries should go extra mile on their own to acquire the training and skill needed to cope with challenges posed by office automation in order to succeed in their chosen career.
Office automation enhances productivity and improves the image of establishments. Organizations should therefore employ quality secretaries or train those already in the system to enable them handle the equipment profitably.
Institutions of higher should train potential secretaries with modern office equipment so that the embarrassment usually faced by secretaries on assuming a new job after graduation would be removed.
REFERENCES
- Ahukannah etal (2007) Applied Secretarial Procedures and Business Communication Onitsha: Africana First Publishers Limited.
- Anyanwu .A. (2000) Research Methodology in Business and Social Sciences. Owerri: Canun Publishers Nigeria Limited.
- Anyatonwu J. N. (1998), The ideal secretary Owerri: Government Press.
- Chukwumezie .F. U. (2005) The Millenium Secretary Vol.1 No. 4 pg 4.
- French C. S. (1986) Computer studies 2nd edition Hampshire: DP Publishers.
- Harper I. (1992) Information Technology a Practical Curse London: Millennium Education Limited.
- Ibikunle F. (1999) Internet Systems – use and application Auchi: Royal House Publishers.
- Iredia P. A. (2005) Principles and Practice of Office management and Administration. Auchi: Royal House Publishers.