The Challenges Of Information And Communication Technology (ICT) To Modern Secretaries

Project and Seminar Material for Secretarial Administration

The Challenges Of Information And Communication Technology (ICT) To Modern Secretaries


Abstract


This research work has been carried out to determine the challenges of information and Communication Technology (ICT) to modern’s secretaries.

This is with the basic aim of providing practical solution towards the re-engineering and sustenance of the secretarial profession. The re-training of secretaries, carrying out of visitation in form of excursion to those firms that assemble or reproduce these modern machines, proper funding of institutions and procurement of modern machines and equipment.

Information and communication Technology (ICT) training and development strategies to secretarial staff in the organizations. Development of social and physical infrastructure within the government and organizations towards enhancing effective and efficient performance of the staff. However, the final recommendations are good proposals for any organization to adopt in order to make its secretaries more effective and efficient.

The research work present the issues, challenges and strategies in this regard with reference to some selected organizations in Port Harcourt, River State.


Chapter One


Introduction

The world of business is changing rapidly as a result of technological development. This is very wide departure from the traditional business enterprises to the evolution of international and multinational organizations in Nigeria economy. Some of these establishments have acquired and installed modern communications equipment.

Thus, information technology and an ultimate fully electronic office is fast becoming a reality. In effect, information and communication technology pose a lot of challenges to modern secretaries. The impact of technological improvement in the office demands that the development of a successful secretarial career today depends of upon the secretary to acquire information and communication technology (ICT) based skills and expertise as well skills required for each category of staff.

Technology changes in our environment coupled with competition within a particular industry or in the society account for the reason why secretaries should engage in training and development to meet up with the challenges.

This is as a result of the need to match changes in structure, policies, technology, processes and producers with the needed performance, attitude and behaviors. This study will provide an sight into the present day technological realities in and office and how a secretary could fit into it.


1.1 Background Information

The emergence of information and Communication Technology (ICT) has given a new improved life to communication in the office, factory, banks, hospital, hotel, supermarket, garage or at home.

As information and communication technology (ICT) continues to expand in office across the nations, the role of the secretaries has greatly evolved. Office Automation and organizational restructuring have led secretaries to assume a wide range of new responsibilities once and reserved for managerial and professional staff. Secretaries now need to be provide with training and orientation, conduct research on the internet and learn to operate new office technologies. This will enable the secretary to work along with other staff and meet the challenges of modern office.

There is no doubt that the secretary remains the life-wire of any organization. Contributions and effectiveness of a secretary depends on how he/she can cope with the modern technologies. However, with the development of new technology, secretarial profession is becoming increasingly challenging and more sophisticated that the common traclitional role of a secretary are gradually being faced out.

Secretaries are responsible for a variety of administration and clerical duties necessary to run an organization effectively. They serve as information charring house for an office, schedules an appointment, provide information to caller, organize and maintain paper and electronic file, manage project, and provide correspondent. Secretaries and aided in these tasks by a variety of office equipment such as computer, photocopier, and telephone systems. In addition, secretaries increasingly use personal computer to run spreadsheet, word processing, database management, desktop publisher, and graphic programs. Tasks previously handled by managers. Hence, this study has been designed to bring to light the veracity of ICT and the challenges and how a secretary could meet up with these challenges.


1.2 Statement of the Problem

In today’s office, traditional job like filing, keyboarding reprography, treatment of incoming and outgoing mail and other clerical activities have now learnt themselves to Automation. Attention is now shifting from the usual traditional secretarial skill to a more modernized practice. The central focus of this study is to address the challenges of information and communication Technology that modern secretaries face.


1.3 Purpose of Study

The main objective of this study is to analyze the various forms of information and communication technology (ICT) and how they pose as challenges to modern secretaries.

It will be of great importance to practicing secretaries, employers of labor, managers Researchers, Governments and trainers of Secretaries to know the various challenges faced by secretaries on information and communication technology.

The study will analyze its differences and major challenges pose by each of them. It will also provide strategies for the employers and organizations on how they can develop secretaries and what they can embark upon for updating secretaries skills to meet the challenges of modern information systems and equipment’s


1.4 Limitation.

The research work will be limited by time. The available to carry bout a thorough research is short and not sufficient. The researcher cannot carry out this research in other areas that are of benefit to the understanding of organizational effectiveness and efficiently


1.5 Delimitation

This research study will cover secretaries drawn from the following organization: Nigerian-American, Bank limited and Wema Band plc. However, the challenges of information and communication technology (ICT) as it relate to other managerial staff in the office shall not be focus in this research work.


1.6 Research Questions

  1. Will information and communication technology enhance the secretarial skill and practice?
  2. Can a secretary remain relevant without modern information and technology?
  3. Would the career structure of a secretary remain unchanged?
  4. Can secretaries find use of modern information and communication technology equipment’s relevant in handling the human aspect of their job?

1.7 Hypothesis

The hypothesis below is given to tentative answers to help the researcher in proffering solution to the project work:

  1. Information and communication technology will not enhance the secretarial skills and practice.
  2. Secretaries remain relevant without modern information and communication technology.
  3. The career structure of a secretary will remain unchanged.
  4. Secretaries cannot find use of modern information and communication technology equipment’s relevant in handling the human aspect of their job.

1.8 Significance of the Study

It is hope that by the end of this research work, the researcher would identify the major challenges of information and communication technology to modern secretaries and thus:

  1. Identify strategies for modern secretaries to meet these challenges.
  2. Increase public awareness in information and communication technology as it concerns secretarial staff.
  3. Encourage organizations on the training of their secretarial staff in the area of information and communication technology to enhance efficiency and effectiveness in their duties.

Chapter Five


Summary, Conclusion and Recommendation

5.1 Introduction

It is important to ascertain that the objective of this study was to find out the challenges of information and communication technologies (ICT) on modern secretaries.

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 of information and communication technology (ICT) on modern secretaries.


5.2 Summary of the Study

The findings shows that most of the ICT resources are available for secretaries’ use in government ministries and banks and 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.


5.3 Conclusion

The study examined the challenges of information communication technology (ICT) on modern secretaries. The result of the study showed that most of the ICT resources such as software that produces printer-based products, e-mail facilities, telecommunication gadgets, internet facilities etc are available in banks and these have greatly enabled the secretaries to manage and process information effectively and has also contributed significantly to the growth of the organization.

Based on the findings of this study, the following conclusion was made: Advances in ICT and availability of ICT resources such as internet, e-mail, videoconferencing etc have made information and communication processes a lot easier in modern organizations. The secretaries on their part need to acquire new and requisite skills to remain relevant on their jobs.


5.4 Recommendation

Having examined the influence of ICT on secretaries’ performance in organizations and banks, the following recommendations are made:

  1. Organizations should endeavor to organize training and development programs that will further enhance the effective performance of secretaries through acquisition of additional skills. Job training is the ultimate purpose to reach a level of productivity. Therefore, there is need for training and re-training of secretaries on ICT in order to achieve maximum output.
  2. 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.

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