The Contribution of Modern Technology in the Advancement of Secretarial Profession
Chapter One
OBJECTIVE OF THE STUDY
The objectives of the study are:
- To find out the type of office equipment used in Anammco and Enaenite.
- To find out if any of the equipment is modern
- To determine the extent the use of these equipments has assisted the secretary in performing their job.
- To find out the problems they encounter in using office equipment.
- To determine if Anammco management and Emenite management derive any economic advantage from using these machines.
CHAPTER TWO
REVIEW OF RELATED LITERATURE
INTRODUCTION
The term “secretary” is another term that has a wide meaning and it is important to appreciate the various meanings associated it. According to Whitehead (1994), the secretary is usually thought to be a person who takes dictation from a manager or other senior members of staff and turns the notes into typed correspondence. The term means all sorts of things for many people and certainly many of those who work in offices choose to be under the secretarial umbrella (Harding 1994). As noted by (Edwin, 2008), the roles of secretaries in contemporary times have changed tremendously from the traditional roles. They have access to modern office technology such as the internet, intercom and fax. These technologies make work much easier. Dulek and Fielden (1999) also noted that it is easier to send messages using telex, electronic mails, fax and telephones. He noted that the era of computers and information technology helps users to write and edit and send memos, letters and reports. According to Duniya (2011) , modern day offices are equipped with technologically sophisticated gadgets that informs accuracy and efficiency of work output. Information and Communication Technology (ICT) is concerned with managing and processing information. This is made possible through the use of electronic computers and computer software to manage information (Okute, 2001). According to Atakpa (2010), secretarial functions the world over have undergone tremendous technical transformations. He noted further that secretarial functions which were previously done manually have been mechanized. On the other hand, Okwuanaso and Obayi (2003) have noted that ICT has posed several challenges to secretaries in the execution of their duties. Supporting this claim, Eze (2000) asserted that any office staff of today that is lacking in Information Communication Technology would find work boring and uninteresting. According to Nwaokwa and Okoli (2012), the introduction of ICT has changed the roles of secretaries. They opined that ICT has influenced the performance of secretaries in delivery of information, accuracy and effectiveness at the work place. Nonye (2013) researching into the need for capacity building of secretaries in modern office technology concluded that secretaries should be abreast of the use of modern office technology and recommended the need for periodic training programmes to be organized for secretaries to update their knowledge on modern office skills. With modern office skills, words, sentences and paragraphs are manipulated. This is made possible using word processor. This makes possible all range of editing options applicable. This makes possibilities for deleting and inserting sentences before they are printed. Designing of documents, filling of forms, retrieving information and finally printing have become simplified tasks with the use of word processors (Agomuo, 2005; Azuka, 2007 and Nwosu, 2002). Examining the effects of information and communication technology on the performance of public sector secretaries, Buseni (2013) asserted that the quality of a secretary is a function of reliable and reporting framework. The study revealed that the use of computer, telecommunication and video techniques positively and significantly affected productivity of public sector secretaries. Defining a computer, Oliver and Chapman (1993) espoused the functions in an office setting. They classified a computer as “a device that works under the control of stored programs, automatically accepting, storing and processing data to produce the information that is the result of the processing.” They noted that these could be main computers, micro computers, main frame or super computers. The use of the internet enables information search and also sending of information using electronic mail. As noted by Chukwumezie (2002) the skills needed by secretaries to manage information on the internet are keyboarding skills, grammatical and communication skills, computer fluency, operating the telephone and surfing the web. The rest are browsing the net offline and online and downloading and uploading the software. Furthermore, Uzoka (2002) defined information technology as the harnessing of electronic technology to improve the operations and profitability of the business as a whole. He noted further that information technology provides significant facilities such as word processing, filing and data management facilities. Technological changes have tremendously transformed the traditional role of secretaries in offices. The traditional roles include typewriting and shorthand dictation, answering of telephone calls and processing of mails. In recent times, modern secretaries are exposed to high technology such as the internet which simplifies duties and enhance knowledge accessibility (Edwin, 2008). These technologies make it easier to send messages by fax, telex and electronic mails. There are other office equipment that are available to the modern secretarynamely duplicating machines, dictating machines, printers and photocopy machines to mention a few. These technological advanced office equipment enhance proficiency and productivity (Apkomi, 2003). Information and communication technologies (ICT) have been growing
Rapidly in developed and developing countries. ICT has been revolutionizing the way in which people in these countries operate in their various organizations both in the public and private sectors. ICT has changed the administration, governance, education, business competitiveness and global operations in them. In Nigeria today, the application of ICT is much more extensive and noticeable in the private sector. The areas of application cover nearly all the activities of the private sector. The major users include the banks, oil industry, insurance houses, consultants and manufacturers. New technologies, thriving in today’s commercial and industrial offices, inevitably pose a lot of challenges to the modern secretaries.
CHAPTER THREE
RESEARCH METHODOLOGY
RESEARCH DESIGN
The researcher used descriptive research survey design in building up this project work the choice of this research design was considered appropriate because of its advantages of identifying attributes of a large population from a group of individuals. The design was suitable for the study as the study sought to the contribution of modern technology in the advancement of secretarial profession
SOURCES OF DATA COLLECTION
Data were collected from two main sources namely:
- Primary source and
- Secondary source
Primary source: Personal interview was conducted with the staff of first bank of Nigeria plc.
Secondary source: The secondary formed the major theoretical part that was derived through critical review of library and also other related literature (material written by others researchers).
POPULATION OF THE STUDY
Population of a study is a group of persons or aggregate items, things the researcher is interested in getting information on the study the contribution of modern technology in the advancement of secretarial profession. 200 staff of Anammco and Enaenite companies in Enugu state was selected randomly by the researcher as the population of the study.
SAMPLE AND SAMPLING PROCEDURE
Sample is the set people or items which constitute part of a given population sampling. Due to large size of the target population, the researcher used the Taro Yamani formula to arrive at the sample population of the study.
CHAPTER FOUR
PRESENTATION ANALYSIS INTERPRETATION OF DATA
Introduction
Efforts will be made at this stage to present, analyze and interpret the data collected during the field survey. This presentation will be based on the responses from the completed questionnaires. The result of this exercise will be summarized in tabular forms for easy references and analysis. It will also show answers to questions relating to the research questions for this research study. The researcher employed simple percentage in the analysis.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
Introduction
It is important to ascertain that the objective of this study was to evaluate the contribution of modern technology in the advancement of secretarial profession
In the preceding chapter, the relevant data collected for this study were presented, critically analyzed and appropriate interpretation given. In this chapter, certain recommendations made which in the opinion of the researcher will be of benefits in addressing the challenges encountered by modern technology in the advancement of secretarial profession.
Summary
The findings shows that most of the ICT resources are available for secretaries’ use in Anammco and Enaenite companies, these have enabled the secretaries to manage and process information effectively and contributed significantly to the growth of the organization. They have also helped to equip them with necessary operational competencies. This finding is in line with the views of Okute (2001) who noted that ICT is concerned with the aspects of managing and processing information through the use of electronic computers, computer software and other communication gadgets as cameras, telephones etc. Information Communication Technology has become an integral part of modern offices which enables deadline and other office schedules to be met on targets. It was discovered that most of the ICT resources which are not available such as networking devices, video conferencing, voice mail facilities, copiers that sort out pages of documents and micrographic equipment are being considered to be purchased by the organization.
Conclusion
In line with the objectives of the study and the data gathered from chapter four, the following conclusions have been reached;
- The manufacturing organization should have sufficient modern office equipment and technologies
- There is a high level of usage of these equipment’s by modern secretaries as such their secretary should be kept a brace
- The use of modern office equipment increase productivity of secretarial staff
- The secretarial staff believes they are highly productive.
Recommendations
Haven completed the study; the researcher recommends that monitoring of the routine and systematic accumulation of information against a plan. The information might be about activities, products or services, users, or about outside factors affecting the organization or project. Secretaries should always be ready and open minded to acquire additional training/skills development, bearing in mind that changes occur frequently in the line of their chosen career and they are not left behind in the use of ICT in this digital age.
References
- Agomuo, E.E. and C.O. Isu, 2003.Secretarial job tasks required in modern offices in Abia State implications for improved secretarial education. Bus. Edu. J., 3(5): 194-201.
- Atakpa, R.A., 2010. Office Practice and Management: Practical Approach. Royal Pace Publications, Agbor.
- Buxbaum, S., 2002.Library Services for Business Students in Distance Education Issues and Trends. The Harworth Press Inc., New York.
- Eze, F.O., 2000. Modern Office Information Technology: Effective Secretarial and Office Management. Enugu State Local Government Commission.
- Nworgwugwu, P.O., 2002. The need for new skills and competencies for secretaries working in the 21st century office. Bus. Educ. J., 3(5): 113-119.
- Nwosu, B.O., 2000a. Competences in office information system for sustainable secretarial studies programme in the 21st century. Bus. Educ. J., 3(2).
- Nwosu, B.O., 2000b. Competences in office information system as perceived by business educators and secretaries.A Published Ph.D.