Difficulties Encountered By Secretaries In Handling Modern Office Equipments.

Project and Seminar Material for Office Technology and Management (OTM)

Project and Seminar Material for Office Technology and Management (OTM)


Abstract


This research is aimed at evaluating the difficulties encountered by secretaries in handling Modern office equipments.

It focused on the difficulties in modern office equipments operation, the extent to which the secretary can overcome the problems. Also it looks at the training, skills and knowledge required by secretaries in operating, maintaining, controlling, handling modern office equipment, and also the problem of power supply in operating these equipments.

Based on the result of the analysis, the secretaries find it difficult to operate the modern office equipments due to lack of training, skill acquisition and epileptic power supply. Lack of maintenance technology is also a problem faced by the secretary.

Finally, it looks at the solutions and recommendations to these problems faced by the secretaries.


Table Of Contents


Preliminary Page(s)

  • Title page
  • Approval page
  • Dedication
  • Acknowledgment
  • Abstract
  • Table of contents

Chapter One:

Introduction

  • 1.1 Background of the study
  • 1.2 Statement of the Problem
  • 1.3 Purpose of the study
  • 1.4 Research Question
  • 1.5 Significance of the Study
  • 1.6 Scope of the study

Chapter Two:

Review Of Related Literature

  • 2.1 The various kinds of office Equipment
  • 2.2 The need for functionality of the Equipment
  • 2.3 To ascertain if the equipment are Adequate
  • 2.4 The skills required by secretaries in operating the Equipments
  • 2.5 Problems encountered by secretaries in handling The Equipments
  • 2.6 Summary of literature reviewed-

Chapter Three:

Research Methodology

  • 3.1 Design of the study
  • 3.2 Area of the study
  • 3.3 Population of the study
  • 3.4 Sample and sampling Techniques
  • 3.5 Description of Instrument
  • 3.6 Method of data collection
  • 3.7 Method of data Analysis

Chapter Four:

Presentation And Analysis Of Data

  • 4.1 Research Question 1
  • 4.2 Research Question 2
  • 4.3 Research Question 3
  • 4.4 Research Question 4
  • 4.5 Research Question 5
  • 4.6 Discussions of Findings

Chapter Five:

Summary, Conclusion And Recommendation Reference

  • 5.1 Summary of Finds
  • 5.2 Conclusion
  • 5.3 Recommendations
  • 5.4 Area of further Research
  • Appendix 1
  • References
  • Appendix 2
  • Transmitted Letter
  • Appendix 3
  • Questionnaire

Chapter One


1.0 Introduction

1.1 Background of the Study

Hicks (1964) described office as a central place where all vital information to economic growth of any organization are processed. From the above definition, it is understood that office is the place where actions on all the organizational decisions are implemented. The office is also seen as a place where work in relation with the preparation and furnishing of information is done.

It is also defined as a place where all clerical and administration functions are carried out in order to co-ordinate and control the affairs of the whole establishment. Azuka (1991) defined it as a place where management functions such as planning, staffing, controlling and motivating activities are carried out for the achievement of the statutory objective of the organization.

It may be open or close type depending on the pattern and type chosen by the management of the organization. On the other hand, office machines and equipments are those tools used by the management to accomplish those managerial functions vested in an office for effective and efficient performance of the organization.

Denger (1998) stated that the mechanization of office which dates back to twentieth century had since become increasingly the importance of any office activities .He maintained that office machines extended from ordinary office stapling machines to computers.

The office equipments range from office pins to electronic computers. The office tools are used to carry out office function. The above definitions have made it extremely difficult to generalize office machines and equipment. Office machines and equipments generally are labour saving devices used in the office to enhance the efficiency of methods of producing management information. Ahukannah (2002).

From the above definition, it is understood that office machines and mechanization is the process of introducing machines and equipments in order to facilitate the functions of an organization with the sole aim of increasing productivity and discouragement of frauds. It is also aimed at knowing or identifying the importance of the modern office machines and equipments in the performance of the day-to-day activities of an organization.

Ohakwe (2002). Advised that attempt should be made to look at the office. Furthermore, the secretary’s works in a dynamic environment packed full with conflicting situations and instructions so much that no two days are exactly the same. The conflicting decisions and instructions crops up all the time demanding or needing prompt attention and decision. Secretary is a vital person in the administrative machinery that working with an out-modeled and un-serviced machines can make the job unattractive and the secretary unproductive and inefficient.

Kanu (2001), the secretary is an important personnel and a public relation expert on the business world; and that the work in an organization can not improve or prosper with the absence of the secretary and her ability to handle modern office equipments. The secretary is the back-bone of any organization, thus, she is also important to the organization because of her ability to remain calm under extra-ordinary conditions of the work pressures and human demand.

This view of the secretary’s functions are archaic one in view of the changes that have taken place in her training and her job, but one might ask “is there anything so unique about the secretary and her ability in handling medium office equipments.?” The answer is “Yes”., the secretary besides being an official who is in charge of correspondence or records or confidential personnel should be able to know how to operate the modern office equipments ranging from type-writers to computers. It is hoped that at the end of this study, its will provide or identify the problems facing the secretary in handling modern office equipments.


1.2 Statement of the Problems

Although the main purpose of office automation is to increase office productivity and quality of products, these significant transformation may involve an element of risk to the secretary as well as affecting her performance. The secretary has to be aware and prepared for these. Ahukannah (2000) stated that the cause of one of the problems militating against automation of office, many firms that could use automated systems effectively may not have the resources that match their demands. Inadequate training and skills requirement is another problem associated with automatics.

It is difficult to get and retain the services of qualified operators, office automation functions will work well in environment where electricity supply is constant. Some of these automated machines cannot function in the observe of electricity because power supply in Nigeria is unreliable, generators ought to be provided but the cost is much and not every organization that are willing or desire can afford the amount for it. Consistent use of machine can be monotonous to a worker, shifting initiative and creativity since every duty is routinized and this renders work uninteresting.

Due to availability of various type and models of office machines and equipment in the market, nowadays, one finds sit difficult to make a choice due to it’s sophisticated in choosing a suitable machines and equipments. One of the factors in choosing any office equipment is the type of work for which it is needed for. For instance, a printing company that specialized in the production of scientific text-books should prefer a computer has all the required scientific signs or symbols needed for their production.

Elendu (1983) advised that the following factors should be taken into consideration when choosing any office machines. The required work and the manner of accomplishing it whether the employees (other users)

Have a special performance for a particular machine and the cost implication of the equipment.


1.3 Purpose of the Study

The major purpose of this study is to identify the modern equipments and difficulties encountered in handling modern office equipments by secretary. Specifically, the study attempt to:

  1. Identify the various kinds of office equipment available in the organization.
  2. Determine the functionality of the equipment.
  3. Find out if the equipment are adequate.
  4. Evaluate the extent to which the secretary can operate the equipment.
  5. Identify the problems which the secretary encounters in the handling of the equipment.

1.4 Research Questions

The research question is:

  1. What are the various kinds of office equipments?
  2. What is the functionality of the equipment?
  3. What is the adequacy of the equipment?
  4. What are the skills required by secretaries in handling modern office equipment.
  5. What are the problems encountered by secretaries in handling modern office equipment?

1.5 Significance of the Study

The result of this study will help all student secretaries to identify some problems facing them in handling modern office equipments. It will also explain how important secretaries are in an organization and also that many unique things about secretaries (i.e.) their strong ability to handle modern office equipments.

It is strongly; believe that after going through this study, it will serve as a useful tools as it will be informative and educative to prospective student’s secretaries and all practicing secretaries at large.


1.6 Scope of the Study

This study tents to look at the Difficulties encountered by secretaries in handling modern office equipments and also seek for the necessary solution to the problems so far.


Chapter Five


5.0 Summary Conclusion And Recommendation

5.1 Summary

This chapter showed the summary, conclusion and recommendations. It also looked at the areas of further research.

The aim of this study was to carefully, analyzed; the modern office; equipments used by the secretaries and the difficulties which the encounter in handling them, with reference to secretaries in Abia State Polytechnic Aba Metropolis.

Based on the analysis of responses on research questions the following find were drawn.

It was observed that there are various kinds of modern office equipment used by the secretaries.

Although the equipment were available to the secretary but they are not adequate which causes inefficiency, delay at work, movement from one place to another.


5.2 Conclusions

Based on the analysis drawn, the following conclusions were made. There are many difficulties encountered by secretaries in handling modern office equipments which includes lack of training and retraining of secretaries, inadequate power supply lack of engineers to repair the machines and inadequate spare parts of some of these machines. These problems made secretaries to be unable to handle modern office equipment and made them to be inefficient in their job.

The financial involvement of modern office equipment is too high to purchase and maintain and therefore not many organizations can afford the amount for it. It is also educative as it reveals some difficulties that the secretary experience in handling them.


5.3 Recommendation

From the conclusions drawn, the following recommendations are therefore made:

  1. The secretaries should be trained on how to handle some of these machines. The training could take form of on. The – job training or through the grant of study leave. Also Seminars and workshops should be organized for secretaries. This would go a long way boast the skill of the works and the enhancement of productivity.
  2. It is also recommended that private and public establishments should commit fund for the acquisition of the necessary equipments.
  3. Trained and experienced secretaries should be employed to handle these equipments.
  4. The office machines should be maintained. These are the need to service the machine regularly for greater efficiency of the secretaries. Some of these machines develop technical problems because of climatic condition. In order to get this machines exhibit its efficiency the have to be stores under cool environment.
  5. Lastly, more experienced operators should be employed and inexperienced secretaries should be sent back to well equipped industries to acquire knowledge and skill on how to handle modern office equipments.

5.4 Areas Of Further Research

This research can be extended to all institutions of higher leaning that studies the course of secretarial Administration.

The research can also be extended to all student secretaries both in the educational sector.


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