The Contributions Of Modern Technology In The Advancement Of Secretarial Profession

Project and Seminar Material for Secretarial Administration

The Contributions Of Modern Technology In The Advancement Of Secretarial Profession


Abstract


The topic of this research is the contributions of modern office equipment. In the advancement of secretarial profession. The study was restricted to Anammco and Emenite Plc. Emene, near Enugu Urban. To conduct the study, questionnaire structured in two phases was used as the instrument for collecting data. The instrument was validated by the use of pilot test and test –re-test method.Phase a of the questionnaire contain personal data of the respondents while phase B contained the main questionnaire items used in eliciting the major response upon which decision were based in the research. The population consist all the secretaries in Anammco plc and Emenite Ltd. Emene. They are 200 in number out of the population, a sample of 90 secretaries were randomly selected.


Chapter One


Introduction

1.1 Background of the Study

According to Neuner et al (1972), modern office equipment is the intermediary between the secretary and her Job. It enables her to accomplish more work in few hours with greater efficiency and better Quality. Also Doswell (1978) mentioned that a secretary is capable of working faster and more efficiently with modern office equipment with a minimum of fatigue.

The use of this modern office equipment by a secretary can result in greater output than that of a secretary using manual or under-developed equipment. Highly skilled personnel is sought for in business organization nowadays and to this effect, Russo et al (1980) advocated that the more productive a secretary is, the more the organization can afford to pay with in reasonable limits and hence create employment opportunities for secretaries.

The invention of office equipment necessitated the growth in large enterprise and also a technological break –through. The office, therefore, receives much on sophisticated office equipment in order to cope with the ever- increasing roles in the organization.

It seems, however, that although the higher levels of management might not make much direct use of technology, the secretary. Will. The future for office automation for this job is in providing the secretary with system that meets the real need identified as being important, rather than the ones of typing and stenography that are thought to be important.

As against the traditional office, the modern office has a lot of activities to perform with the aid of modern equipment. These day’s uncountable organizations have installed these equipment and the sectaries are present to manipulate some of them in discharging their duties officially. However, modern office equipments which act as improvement tools in the secretary’s job arose from the numerous mathematical calculations done in offices, and the use of the equipment by a secretary can result to a greater output than that of a secretary using manual equipment.


1.2 Statement of Problem

Automation in office emerged to replace work and enhance office efficiency and productivity

Today, Secretaries profession has witnessed a marked change in terms of technological advancement. Modern office equipment has taken the toll of events with the growing rate of scientific and technological innovations.

There are office equipment which are used in organization to improve office work and reduce labour costs. They include electric typewriters, computers, telephone, dictating machines, facsimile transceiver, internet and others are tremendously used in offices today.

The problem of this study is that now, it has not been known the extent these modern office equipment help the secretary in performing her job, to effectiveness and efficiency.

From the use of these modern office equipment it has also not been know whether these equipment act as important tools in the much –desired secretary’s job Satisfaction.

This research work therefore attempts to find out the contributions of modern office equipments in the advancement of secretarial profession.


1.3 Objective of the Study

The purpose of the study:

  1. To find out the type of office equipment used in Anammco and Enaenite.
  2. To find out if any of the equipment is modern
  3. To determine the extent the use of these equipments has assisted the secretary in performing their job.
  4. To find out the problems they encounter in using office equipment.
  5. To determine if Anammco management and Emenite management derive any economic advantage from using these machines.

1.4 Research Hypotheses

For the successful completion of the study, the following research hypotheses were formulated by the researcher;

  1. H0: there is no type of office equipment used in Anammco and Enaenite
    H1: there is no type of office equipment used in Anammco and Enaenite
  2. H02: there are no problems they encounter in using office equipment
    H2: there no problems they encounter in using office equipment

1.5 Significance of the Study

This research would serve as an indicator to employers so as to know the type of modern office equipment needed by the secretary that will be best for maximum efficiency and productivity of secretarial work and the entire organization. It would also serve as a means to ease workload of secretaries in office and bring about job efficiency to secretaries. Finally, business organization would appreciate the importance of this equipment and thus procure them.


1.6 Scope and Limitation of the Study

The scope of the study covers the contribution of modern technology in the advancement of secretarial profession. The researcher encounters some constrain which limited the scope of the study;

a) Availability of Research Material:

The research material available to the researcher is insufficient, thereby limiting the study

b) Time:

The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.

c) Organizational Privacy:

Limited Access to the selected auditing firm makes it difficult to get all the necessary and required information concerning the activities


1.7 Definition of Terms

Effectiveness:

The oxford advanced learners dictionary defines effectiveness as having the desired effect, of producing the intended result.

Efficiency:

The oxford advanced learners dictionary also defines efficiency as the ability of the people to the work well and without waste of time or resources example, competent and efficient secretary.

Equipment:

The some oxford advanced learners dictionary described equipment as those things needed for particular purpose, example, equipments, are needed in offices for work.

Enhancement:

Oxford advanced learners dictionary also explains enhancement as the way to increase or to improve further quality, value or status of something.


1.8 Organization of the Study

This research work is organized in five chapters, for easy understanding, as follows

  • Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study.
  • Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature.
  • Chapter three deals on the research design and methodology adopted in the study.
  • Chapter four concentrate on the data collection and analysis and presentation of finding.
  • Chapter five gives summary, conclusion, and recommendations made of the study

Chapter Five


Summary, Conclusion and Recommendation

5.1 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.


5.2 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.


5.3 Conclusion

In line with the objectives of the study and the data gathered from chapter four, the following conclusions have been reached;

  1. The manufacturing organization should have sufficient modern office equipment and technologies
  2. There is a high level of usage of these equipment’s by modern secretaries as such their secretary should be kept a brace
  3. The use of modern office equipment increase productivity of secretarial staff
  4. The secretarial staff believes they are highly productive.

5.4 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.


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