The Influence Of Communication Equipment On The Efficiency Of The Secretary

Project and Seminar Material for Secretarial Administration

The Influence Of Communication Equipment On The Efficiency Of The Secretary


Abstract


The purpose of this study is to identify the impact of modern office equipment on the job performances of secretaries in manufacturing industries in Enugu state. A total of 200 secretaries from the ministry of land and housing were selected randomly as the population of the study. A questionnaire was distributed and 133 questionnaires were returned. The results show 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. The use of modern communication equipment has increased productivity of secretarial staff.


Chapter One


Introduction

1.1 Background of the Study

The In discussing the impact of modern communication equipment on the secretarial performance in organizations; two factors are to be recognized. Technological growth and organizational structure. Organisation here does not mean only structure but includes aspects of interactions between people and machines in achieving set organizational goals.It is said that successes of any person or organisation depends largely on information available to a human person and the constant modification of modern communication equipment that is fully up-dated with modern information.

This ascertain brings us to the purpose of an office which includes the following: Administration, clerical work, money handling information communication systems which is an embodiment of secretarial operations. Office as a mini-social system according to farber and Barr 1979 plays important roles in defining responsibilities. For the aforementioned reasons the secretary must be available to organize and run the office completely. Here the secretary is seen as an executive assistant who has a mastery ofoffice/organizational skills. She has to be familiar with the manipulation of the modern communication equipment which is made to enhance his/her performance.Office automation provides increased productivity through improved access to data, faster responses to customer demands and faster decision makings. The invention of modern office equipment were necessitated as a result of the growth in large scale enterprises and also as a technological break through. 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 traditional 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. The office therefore relies much on sophisticated office equipment in order to cope with the ever-increasing activities in the organizations.Like in Nigeria Breweries Plc. Which is one of the largest quoted company in Nigeria stock market has successive secretarial functions. This company started in Nigeria in 1946 producing star larger and has witnessed a lot of human and technological transformations. In their policies to keep a healthy work force in personnel and machines they have taken their secretarial operations to greater heights. This they were able to achieve through the introduction of any equipment that will enhance the job of their secretaries and also customer service satisfaction. Nigeria Breweries believe in breaking into new areas. They contend so much with the tomorrow of their business. Strategically, actions, planning and implementation to ensure that tomorrow is achieved. Nigerian breweries plc.is futuristic in their business approach made possible by the able and vision driven leadership of their past and immediate Directors/ Chief executives that pilots the affairs of the business in conjunction with Heineken international. Recently a multi-billion Naira ultra modern brewery has been cited in Enugu state with the slogan that it is a world class investment that can complete with another out-fit in any part of the world is modern communication and production and delivery equipment. The introduction of modern office equipment in Nigerian Breweries plc mainly the computer in every office of the company also shows that the secretarial performance goes with the acquisition of these modern equipment’s.It seems however, that although the higher levels of management might not make much direct use of modern office technology the secretary will. This office automation for the secretarial is in providing the secretary with a system that meets the real need identified as being important rather than the ones of typing and stenography that are thoughts to be important. As against the traditional office the modern office has a lot of activities to perform with the aid of modern equipment.Nowadays, un-countable manufacturing industries have installed these equipment’s and the secretaries are present to manipulate them in discharging their duties efficiently and effectively.


1.2 Statement of the Problem

The importance of efficiency in job performance cannot be over- emphasized. A case for the pursuit of increased efficiency/productivity can be made simply by looking at the categories of office work, the size of the size of the office work force and the impact of mechanization.

The secretarial profession have witnessed a tremendous change in terms of technological advancement. Modern office equipment has taken the toll of events with the growing rate of scientific and technology which are used in manufacturing industries to facilitate office work and reduce labour costs. They include: electronic typewriters, fax machines, telephone, computers, dictating machines and recording machines etc.


1.3 The Objective or Purpose of the Study

Therefore the purpose of this study is to identify the impact of modern office equipment on the job performances of secretaries in NB Plc – Enugu.

  1. The extent the modern office equipment enhances or has enhanced the job performance of secretaries in the discharge of her duties in NB-P Enugu.
  2. The accuracy of work done using these equipment’s.
  3. The quantity of time spent or needed to perform a task using these equipment’s.
  4. The reduction of cost brought about by the installation of these equipment
  5. The job satisfaction the secretary derives from the use of these equipment in performing her duties.
  6. The job security of secretaries with the acquisition of these modern office communication equipment

1.4 Delimitation of the Study

This study is limited only to NB Plc – Enugu and other manufacturing industries in Enugu state and seek to find out the effect of modern office equipment on the job performances of secretaries in manufacturing industries. The category of people to be studies in NB plc Enugu are:

  1. Designated employed secretaries
  2. Clerks whose function has been enveloped by modern office equipment
  3. Managers
  4. Operatives.

1.5 Research Questions

The following questions were designed by the researcher to enable her reach conclusions such as:

  1. How far as the modern office equipment enhanced efficiency in secretarial duties in manufacturing industries especially in NB plc-Enugu?
  2. To what extent has the use of these equipment assisted the secretary in the discharge of her duties?
  3. How accurate and qualitative is the work done using these equipment in manufacturing industries.
  4. What are the problems the secretaries encounters in the use of these modern office equipment.

1.6 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:Identify strategies for modern secretaries to meet these challenges.

Increase public awareness in information and communication technology as it concerns secretarial staff.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.


1.7 Definition of Term

Secretary

A secretary or personal assistant is a person whose work consists of supporting management, including executives, using a variety of project management, communication, or organizational skills. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members, and organizes official meetings and events.

Communication Equipment

Telecommunications equipment (also telecoms equipment or communications equipment) is hardware used for the purposes of telecommunications. Since the 1990s the boundary between telecoms equipment and IT hardware has become blurred as a result of the growth of the internet and its increasing role in the transfer of telecoms data.

Efficiency

Efficiency is the (often measurable) ability to avoid wasting materials, energy, efforts, money, and time in doing something or in producing a desired result. In a more general sense, it is the ability to do things well, successfully, and without waste.


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), statement of problem, objectives of the study, research question, significance or the study, research methodology, definition of terms and historical background of the study.
  • Chapter two highlight the theoretical framework on which the study its 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 effect of communication equipment on the efficiency of office secretary.

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 secretaries in the use of communication equipment’s.


5.2 Summary

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

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 believe 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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