Impact Of AI And Robotic Technology To Secretarial Profession

Project and Seminar Material for Secretarial Administration

Impact Of AI And Robotic Technology To Secretarial Profession


Abstract


This study focused on the impact of AI and robotic technology to secretarial profession using offices in Lagos State as case study. The study is was specifically focused on identifying the types of AI technologies that are currently being used in the secretarial profession, examining how the use of AI is changing the tasks and responsibilities of secretaries and administrative assistants, evaluating the impact of AI on the skills and qualifications required for the secretarial profession and analyzing the potential ethical implications of AI in the secretarial profession.
The study adopted the survey research design and randomly enrolled participants in the study. A total of 50 responses were validated from the enrolled participants where all respondent are staff of offices in Lagos State.


Table of Content


  • Title Page
  • Certification
  • Dedication
  • Acknowledgement
  • Table of Content
  • List of Tables
  • Abstract

Chapter One:

Introduction

  • 1.1 Background of the Study
  • 1.2 Statement of the Problem
  • 1.3 Objective of the Study
  • 1.4 Research Questions
  • 1.5 Significance of the Study
  • 1.6 Scope of the Study
  • 1.7 Limitation of the Study
  • 1.8 Definition of Terms
  • 1.9 Organisations of the Study

Chapter Two:

Review of Literature

  • 2.1 Conceptual Framework
  • 2.2 Theoretical Framework
  • 2.3 Empirical Review

Chapter Three:

Research Methodology

  • 3.1 Research Design
  • 3.2 Population of the Study
  • 3.3 Sample Size Determination
  • 3.4 Sample Size Selection Technique and Procedure
  • 3.5 Research Instrument and Administration
  • 3.6 Method of Data Collection
  • 3.7 Method of Data Analysis
  • 3.8 Validity of the Study
  • 3.9 Reliability of the Study
  • 3.10 Ethical Consideration

Chapter Four:

Data Presentation and Analysis

  • 4.1 Data Presentation
  • 4.2 Analysis of Data
  • 4.3 Answering Research Questions

Chapter Five:

Summary, Conclusion and Recommendation

  • 5.1 Summary
  • 5.2 Conclusion
  • 5.3 Recommendation
  • References
  • APPENDIX
  • QUESTIONNAIRE

Chapter One


Introduction

1.1 Background to the Study

AI, or Artificial Intelligence, refers to the development of computer systems that can perform tasks that would typically require human intelligence. AI involves the use of algorithms and computer programs to simulate intelligent behavior and learning in machines, such as speech recognition, decision-making, language translation, and image recognition. The goal of AI is to create machines that can function autonomously and improve their performance over time through learning and adaptation. AI has many practical applications in fields such as healthcare, finance, transportation, and entertainment. Meserole, C. (2018)

Artificial intelligence (AI) is a complex and multifaceted field that involves the development and implementation of algorithms and technologies that enable machines to learn from data and perform tasks that typically require human-level intelligence, such as perception, reasoning, and decision-making. The concept of AI has evolved significantly since the inception of the field in the mid-20th century, with different authors and researchers offering their own perspectives and definitions.

Novitske, L. (2018) viewed AI as a branch of computer science that focuses on developing intelligent machines that can perform tasks that require human-like intelligence. Others view AI as a collection of techniques and methods for building intelligent systems that can learn from data, reason and make decisions based on that data. Still others view AI as a set of tools and technologies that can be used to automate and improve various aspects of human life, from healthcare and education to transportation and entertainment.

Despite these different perspectives, most authors agree that AI is a rapidly advancing field that has the potential to transform many aspects of society and create significant new opportunities and challenges in the years to come. (Congressional Research Service Report, 2020).

Robotics is the interdisciplinary field of science and engineering that deals with the design, construction, operation, and use of robots. Robots are machines that are designed to perform tasks autonomously or semi-autonomously, with or without human intervention. They are typically equipped with sensors, actuators, and computer processors that enable them to sense and interact with the physical environment, as well as process information and make decisions based on that information.

Robotics encompasses many different areas of study, including mechanical engineering, electrical engineering, computer science, and artificial intelligence. It is used in a wide range of applications, such as manufacturing, healthcare, agriculture, space exploration, and entertainment. The goal of robotics is to create machines that can perform tasks that are either too dangerous, too difficult, or too tedious for humans to perform, or to augment human capabilities by providing assistance in tasks that require precision or strength.

The secretarial profession involves providing administrative support and assistance to individuals, businesses, organizations, or government agencies. Secretaries are responsible for a wide range of tasks, such as answering phone calls, scheduling appointments, managing correspondence, preparing reports, and performing various clerical duties.

Secretaries are typically required to have excellent organizational and communication skills, as well as strong computer skills and proficiency in office software. In addition, they should possess strong interpersonal skills and be able to work independently or as part of a team. The role of a secretary has evolved over time, and modern secretaries are often referred to as administrative assistants or executive assistants. They are an integral part of the management team, and their contribution to the success of an organization is invaluable.

According to (James, 2022) the impact of artificial intelligence (AI) on office secretaries has been significant in recent years. AI-powered tools and technologies have transformed the way administrative tasks are performed, enabling office secretaries to work more efficiently and effectively. Here are some of the ways AI has impacted office secretaries:

Automated Scheduling:

AI-powered tools can now automate scheduling tasks, such as setting up appointments and meetings, sending reminders, and even rescheduling appointments. This helps office secretaries save time and focus on more important tasks.

Improved Communication:

AI-powered chatbots can now handle routine queries and tasks, such as answering basic customer queries and redirecting calls. This reduces the workload of office secretaries, allowing them to focus on more complex tasks.

Enhanced Data Management:

AI can help office secretaries manage large amounts of data more efficiently, including organizing and sorting files, tracking employee productivity, and analyzing performance metrics.

Increased Productivity:

AI can help automate repetitive tasks, such as data entry and document management, freeing up office secretaries’ time to focus on more strategic and high-value work.

Job Displacement:

While AI has many benefits, it has also raised concerns about job displacement. Some administrative tasks that were previously performed by office secretaries can now be automated, leading to the need for fewer workers in these roles.

Overall, the impact of AI on office secretaries has been largely positive, helping to streamline processes, increase productivity, and reduce workload. However, as with any technological innovation, it is important to balance the benefits with potential challenges and ensure that the use of AI is ethical and fair.


1.2 Statement of the Problem

The increasing prevalence of artificial intelligence (AI) in the workplace has led to concerns about the future of the secretarial profession. As AI technology continues to evolve, there is a growing fear that secretarial tasks, such as scheduling appointments, managing emails, and organizing files, may become automated, rendering the traditional role of the secretary obsolete. This raises questions about the impact of AI on the secretarial profession and the future of secretarial work (Daniel.O. 2022).

The research problem, therefore, is to investigate the impact of AI on the secretarial profession, with a focus on the changes in the nature of the work, the skills required, and the career prospects for secretaries. This problem is significant as it has implications not only for the secretarial profession but for the wider workforce and the economy as a whole. Understanding the impact of AI on the secretarial profession can help policymakers, educators, and employers prepare for the changing nature of work and develop strategies to ensure that workers have the skills and knowledge necessary to thrive in the digital age.


1.3 Objective of the Study

The main objective of the study is to examine the impact of AI and robotic technology to secretarial profession.

Specifically, the study would seek to:

  1. Identify the types of AI technologies that are currently being used in the secretarial profession.
  2. Examine how the use of AI is changing the tasks and responsibilities of secretaries and administrative assistants.
  3. Evaluate the impact of AI on the skills and qualifications required for the secretarial profession.
  4. Analyze the potential ethical implications of AI in the secretarial profession.

1.4 Research Questions

Here are some research questions that would be included in the study:

  1. What are the current AI technologies being used in the secretarial profession ?
  2. How are secretarial roles and responsibilities changing as a result of the adoption of AI technologies?
  3. How are employers and employees adapting to the use of AI in the secretarial profession?
  4. What are the advantages and disadvantages of using AI in the secretarial profession ?

1.5 Significance of the Study

The study will provide valuable insights into the ways in which AI is changing the nature of work in the secretarial profession, including the types of tasks that are becoming automated, and the skills and qualifications that are becoming more important. it will help to identify the potential benefits and drawbacks of using AI in the secretarial profession, which can inform decision-making by employers, policymakers, and other stakeholders.

It will shed light on the experiences and opinions of secretaries and administrative assistants themselves, which can help to ensure that their perspectives are taken into account when developing policies and strategies related to AI.

It will inform the development of training and education programs for secretaries and administrative assistants, helping them to acquire the skills they need to adapt to the changing demands of the profession.

It will contribute to the broader conversation about the impact of AI on the labor market, helping to inform discussions about how to ensure that the benefits of automation are widely shared and that workers are not left behind.

Overall, this study on the impact of AI on the secretarial profession would provide valuable insights into the ways in which technology is transforming the world of work, and can help to ensure that workers and employers are able to adapt to these changes in a way that maximizes their benefits and minimizes their drawbacks.


1.6 scope of the Study

The researcher is concerned with the the impact of AI and robotic technology to secretarial profession with particular reference to Nigerian National Petroleum Corporation (NNPC) lagos depot .


1.7 Limitation of the Study

In the course of carrying out this study, the researcher experienced some constraints, which included time constraints, financial constraints, language barriers, and the attitude of the respondents. However, the researcher were able to manage these just to ensure the success of this study.


1.8 Definition of Terms

Office:

It is a place /room /building where clerical duties are carried out.

Modern:

Involving up-to-date techniques or equipment. it is also refers as most recent or current

Equipment:

The tools / items needed for a particular purpose. In order words, it also means things that are needed to carry out work / job in the office; it could be electrical or manual.

Researcher:

Person that carry out the piece of work.

Accuracy:

Error free presentation.

Machine:

A device with an electrical power attached to it used in office production.

Efficiency:

Prompt delivering of jobs.

Operation:

The manner in which business is carried out.

Production:

Output, increase in manpower.


1.9 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, Conclusions and Recommendations:

5.1 Introduction

This chapter summarizes the findings on the impact of AI and robotic technology to secretarial profession using offices in Lagos State 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 impact of AI and robotic technology to secretarial profession using offices in Lagos State as case study. The study is was specifically focused on identifying the types of AI technologies that are currently being used in the secretarial profession, examining how the use of AI is changing the tasks and responsibilities of secretaries and administrative assistants, evaluating the impact of AI on the skills and qualifications required for the secretarial profession and analyzing the potential ethical implications of AI in the secretarial profession.

The study adopted the survey research design and randomly enrolled participants in the study. A total of 50 responses were validated from the enrolled participants where all respondent are staff of offices in Lagos State.


5.3 Conclusions

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

In summary, the impact of AI on office secretaries can be supported by several theories that suggest technology is driving social change and shaping human behavior, enhancing human capabilities, and improving task efficiency.

AI has greatly impacted the role of office secretaries, enabling them to work more efficiently and effectively by automating routine tasks, managing documents more effectively, and providing more personalized experiences for clients and customers.


5.4 Recommendation

Based on the responses obtained, the researcher proffers the following recommendations:

  1. Organizations should train their employee in other for them to know how to use and manage AI and robotic tools in other to contribute to the success of the organization
  2. In other for an organization to succeed , there must be availability of AI tools in other for employee to be productive
  3. There should be a separate team for the management of modern office equipment.

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