The Communication Related Problems Faced By Secretaries In Public Sector

Project and Seminar Material for Secretarial Administration

The Communication Related Problems Faced By Secretaries In Public Sector


Abstract


The main purpose of this study is to find out the problems of communication on secretaries in banks using the First Bank as a study.

In line with this, three research questions were framed. The sample size used was so of the senior and middle level executive from different department of the first bank to whom questionnaires were distributed

Their responses were analyzed and this led to the following findings.

  1. Communication integrates Secretaries functions in banks
  2. Poor communication could lead to industrial unrest
  3. Improper functioning of communication in an Secretaries in Banks could be caused by delay in information circulation, misinterpretation of message, improper circulation by the messengers and non posting of information on the notice board.
  4. Communication barriers exist in secretaries in first bank
  5. Communication system is ineffective in secretaries in first bank
  6. Effective communication can enhance and sustain good human business relations
  7. Secretaries in Banksal productivity could be adversely affected when communication is full of barriers
  8. Good business opportunities could be lost through communication ineffectiveness
  9. The productivity of secretaries in first bank is high because there is no immediate substitute
  10. Ineffective communication is a major contributor to loss of viable business opportunities.

It was therefore recommended that

  1. The need for elaborate and clearly written down procedure for communication cannot be over emphasized
  2. The two way communication system must be jettisoned
  3. Communicating messages that are of either short-run or long-run importance should be done early enough
  4. SECRETARIES IN FIRST BANK is advised to ensure that the communication barriers that exist in the Secretaries in Banks should adequately contain.
  5. Secretaries in Banks should occasionally organize seminars, workshops, conference etc.
  6. Management must have a genuine willingness to share information with employees.

Chapter One


Introduction

1.1 Background of the Study

Communication is a discipline that embraces all aspect of human life. It informs all our actions and inaction in relations to others and it takes place all the time. It can manifest itself in symbolic, verbal and non-verbal forms we can communicate with all apart of our body, our posture, smile and even the dress we put on communicate one thing of the other.

Different scholars have defined the word communication variously. However, there is the central theme that runs through all these definitions. That is the giving of information, ideas, opinions attitudes etc. by one person or group of persons to another person or group of persons

Communication particularly in a business Secretaries in Banks provides a means by which people in the Secretaries in Banks interact, exchange information, ideas, plan proposal and execute them. It is a medium through which relationships are established and maintained. It is also a means by which commendation is given and condemnation is handed down.

Business and Secretaries in Banksal communication helps to orientate secretaries to their jobs as well as helping the supervisors monitor activates of the secretaries. Communication is an extremely invaluable asset in human Secretaries in Banks. His is because at all levels in the Secretaries in Banks among and between executives, managers, staff, supervisors, foremen and employees, the communication process is always in action conveying information, ideas, attitude and feelings among individuals and groups

Communication affects all the management function since none of them can be effectively performed without it. Plans and innovation cannot be executed unless they are communicated to those who will carry them out. The Secretaries in Banksal structure is designed to set up channels of communication through which information is passed downwards, upwards, horizontally or laterally.

Interference are barriers to effective communication because of changes in a desired direction.

The effectiveness of communication discourages better performance, high productivity and job satisfaction in an Secretaries in Banks. This reduces the essentials for the internal functioning of an Secretaries in Banks, which could integrate the managerial; functions.

The problems in an Secretaries in Banks as a result of communication problems reduce and obstruct the chance of such an Secretaries in Banks achieving their goals.

For the purpose of this study we shall focus all our attention on the major courses of communication problems with a particular emphasis on the Mercedes Benze Anambra Motor Manufacturing Company (MB-SECRETARIES IN FIRST BANK)

MB – SECRETARIES IN FIRST BANK limited was incorporated on January 17, 1977 and the plant was commissioned on July 8, 1980 by the firs executive president of Nigeria, Alhaji Shehu Shagari. It started official production in January 1981 and has to date made enable mark on the nation’s industrial growth, adding over 25,000 vehicles to the nation’s transportation sector, backed up effectively with a network of over 36 after-sales service pints and spare parts supply depots. The first bank’s central spare parts deport stocks over 35, 000 line items

Mercedes Benz SECRETARIES IN FIRST BANK is a joint ventures between the federal Government of Nigeria and the Daimler Chryster AG. MB SECRETARIES IN FIRST BANK manufacturers Commercial vehicles and leads in the commercial vehicles markets from five tine payload and above in Nigeria. The plant, which occupies a sprawling 300,000 square meter site in Emene, near Enugu, is a shine example of a profitable and viable economic and technological corporation between the government and people of Nigeria and Daimler Chrysler AG and so there exists a combination of white/black system of administration.

As a result of the white/black relationship there are time when one system administration disagree with other both in the formulation and implementation due to communication problems.


1.2 Statement of the Problems

Communication is a very important instrument in every Secretaries in Banks.

The problems of effective communication is pre-requisite for improper understanding and interaction of people in an Secretaries in Banks. Poor communication system makes for ineffective and inefficient management and this affects the preset goals. Some of these problems include

  1. Lack of proper channel of communication in the Secretaries in Banks. This can explain why there still exist, situation where minor problems which could be sorted out by discussion and understanding between the secretaries and the management escalate into major problems which causes some set back in the first bank.
  2. The management is not willing to share information with employees. As a result secretaries normally get information from the grapevine which usually lead to unfavorable actions in the first bank
  3. MB – SECRETARIES IN FIRST BANK is a multi-national first bank that carries information from different parts of the federation and outside the country too. The information is so much that the channels cannot handle all the messages that are been sent. Sometimes the telephone lines cannot get through of all the lines are in use at the same time. This information overload occurs when ,ore message are transmitted than the human receiver can handle, this leads to reduced efficiency
  4. Since the first bank does not fully consider communication as a very important aspect of the Secretaries in Banks and therefore allows communication gaps to exist between it and the secretaries the productivity level of the first bank will suffer.

1.3 Objectives / Purpose of the Study

The objective/purpose of the study is to survey the effect of communication barriers to secretaries in banks. The smooth operation of any business undertaking lies largely on its efficiency in the circulation of information with and outside the Secretaries in Banks and the presences of barriers in this circulation could be very disastrous therefore the researcher is going to

  1. To determine communication problems create improper coordination of the Secretaries in Banksal functions
  2. To find out the communication channel that exist in MB-SECRETARIES IN FIRST BANK
  3. To determine it the desired Secretaries in Banksal goals achieved through this communication channels
  4. To find out if good business opportunities be lost by an Secretaries in Banks through communication ineffectiveness.

1.4 Significance of the Study

It is through communication that understanding information, motivation cooperation and job satisfaction necessary for groups efforts is being provided. Better communication get better job performance and more work satisfaction. SECRETARIES IN FIRST BANK the challenges posed ineffective communication in the part of the management and the staff nearly grounded the multi-national promising enterprise that has supplied succor to teeming population made up of Nigerian and expertise so it is believed that the analysis of data, findings and solutions proffered in this write-up will be beneficial to

  1. Who will make use of the communication to solve any problem arising from ineffective communication.
  2. Managers of other companies in the course of improving their knowledge will find this write-up useful in that they will not want to fall into the same unfortunate situation before implementing the solution proffered in this study.
  3. Although already dealt with by many authors, it is believed that this is yet another contribution to such existing materials. Also students and other researchers who may want to carry out a project of this nature will use this as a reference point

1.5 Scope of the Study

The object of this research work is to fine out the effect of communication barriers on secretaries in banks. Its scope is limited to the which is the Secretaries in Banks under study. However, this study will go a little further to discuss communication in some details.


1.6 Research Question

  1. Does communication problems create improper coordination of Secretaries in Banks
  2. What is the communication channel that exist in SECRETARIES IN FIRST BANK
  3. Are desired Secretaries in Banks goals achieved through this communication channels
  4. Can good business opportunities be lost be an Secretaries in Banks through communication ineffectiveness.

1.8 Definition of Terms

Achievement:

The successful finishing or gaining of something especially through skill or hard work.

Barriers:

Objects consciously or unconsciously placed in the way that prevents other objects from going forward or backwards.

Bypassing:

When the sender and the receiver of a message allubuted different meaning to the same words or use different word through intending the same meaning

Communication:

The process of sending and receiving messages. Furthermore, it is the passing on of idea, information, order, including the acceptance and understanding of such by the recipients.

Communication Audit:

A tool for auditing communication polices, network and activities.

Communication Effectiveness:

The achievement of communication objectives, the achievement of desired communication effect

Communicator:

The sender or an originator of message

Effect:

Responses to a message, request or inquires sent to the sender by the receiver of a message

Filtering:

Propensity of people sitting out unfavorable information from a message before passing on the information.

Impact:

The force of an idea, invention action of one on another. It is also the force of one object hitting another.

Information Overload:

Situation in which excess massagers flow through the channels of communication.


Chapter Five


Summary, Conclusions and Recommendations:

5.1 Introduction

This chapter summarizes the findings on the communication related problems faced by secretaries in public sector, Enugu State ministry of education as case study. The chapter consists of summary of the study, conclusions, and recommendations.


5.2 Summary of the Study

In this study, our focus was on the communication related problems faced by secretaries in public sector, Enugu State ministry of education as case study. The study is was specifically focused on determining communication problems create improper coordination of the Secretaries in Enugu State ministry of education functions; finding out the communication channel that exist in secretaries in Enugu State ministry of education; determining if the desired Secretaries in Enugu State ministry of education goals achieved through this communication channels and finding out if good business opportunities be lost by an Secretaries in Enugu State ministry of education through communication ineffectiveness..

The study adopted the survey research design and randomly enrolled participants in the study. A total of 100 responses were validated from the enrolled participants where all respondent are staff of Enugu State ministry of education.


5.3 Conclusions

With respect to the analysis and the findings of this study, the following conclusions emerged;

  1. Communication integrates Secretaries functions in Enugu State ministry of education
  2. Poor communication could lead to industrial unrest
  3. Improper functioning of communication in an Secretaries in Enugu State ministry of education could be caused by delay in information circulation, misinterpretation of message, improper circulation by the messengers and non posting of information on the notice board.

5.4 Recommendation

Based on the findings the researcher recommends that;

  1. Accounting body used to coordinate the accounts of all the agencies of government (corporations and parastatals) at all level should be established to achieve prudent management of available but limited resources so that accountability and probity as the watch word will be maintained.
  2. Accounting bodies should ensure that there is enough publication to enhance public perception of the function to be discharge by the professionals in accounting field.
  3. The regulators of the financial accounting practices should ensure that public organizations adhere strictly to the accounting rules.
  4. An international set of accounting system is recommended for a developing nations like Nigeria to enable her adopt rules and regulations that will enhance her internal accounting system.

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