The Impact Of Keyboarding Skills On Performance Of Secretaries In Business Enterprises

Project and Seminar Material for Office Technology and Management OTM

Abstract

The study was carried out to determine the impact of keyboarding skills on secretaries performance in business enterprises in Nigeria. The major objective was to determine the impact of keyboarding skills on secretaries performance in business enterprise in Nigeria. Four specific objectives, four research questions were drawn and corresponding four null hypotheses were formulated. Descriptive survey research design was adopted for the study.

The population was 246 made up of 90 Directors and 156 secretaries‟ drawn from the Federal Ministries of the six states selected for the study. One hundred and sixty-nine (169) respondents were purposively selected as sample for the study. Questionnaire was used as instrument for data collection. Frequency and percentages were used to analyze the demographic data, while weighted mean was used to answer the four research questions. Simple Linear Regression was also used to test the null hypotheses at 0.05 level of significance. The study found that word- processing and keyboarding skills have significant influence on secretaries‟ performance in business enterprises in Nigeria. Among other findings was that keyboarding skills have significant influence on secretaries‟ communication skill in modern offices in North-West.

The study concluded that with the introduction of modern technological equipment in modern offices in North-West, secretaries‟ with keyboarding skills still functions effectively in business enterprises in North-West, Nigeria. It was recommended among others, that seminars and workshops should be organized by different organizations to enlighten the public especially the executives, employers of labour and even professionals on the importance of keyboarding skills, and to correct the misconception by the public that keyboarding skills is of no significance to secretaries‟ functions, despite the introduction of modern technological equipment.

Chapter One

Introduction

1.1 Background of the Study

Keyboarding skills as motor skills is defined as the ability of secretaries to key in information in the memories of the computer with minimum effort and energy use. Hames (2000:1) are of opinion that secretaries can be considered as skilled keyboard users when they are able to accurately key in data into the memories of the computer in a minimum time, with minimum use of energy and with high degree of consistency and flexibility.

Keyboarding is a long life skill. It has evolved from a transcription typing skill where secretaries typed hand-written letters into a generative typing skill involving composing original thought at the keyboard, (Cooper, 1983). Technologically, progress and development has not resulted in information being made available and easier, but it has put more pressure on computer user-secretaries to develop skills (such as keyboarding skill) in order to best utilize good business transaction and to improve communication, for example, the use of e-mail to interact with customers through the help of keyboard.

The key to success when living in such a computer-centric world is to be able to interact effectively and efficiently through well-developed keyboarding skills. Unlike the days gone-by Cooper was considered a talent that ensured a secretarial position for typing someone else’s letter, typing has become an integral part of our daily lives, keyboarding is no longer a routine for transferring ideas from scribble to print. The average computer user spends at least 2.4 hours a day actively engaged in computing at work. (Usernomics , 2007).

The most popular types of computer hardware processing which help the user to write and edit memos, letters and reports data management programmes which involve the secretaries to use long list of data and spreadsheet programmes that handle tables and numbers is known as keyboard, (Isosoki, 2000). Secretaries now have these skills to ease their jobs and enhance proficiency and productivity leading to improve access to goods and services. Current computer technologies is mostly controlled using keyboard input in the delivery of service in business enterprises is basically about efficient service delivery.

Business enterprises exist to achieve a set objectives or goal. The secretaries are total persons influence by input received from external factors, example; trade association, political association etc. they are citizen members of the system in any industry and virtually influence demand and supply. In recognition of this, it is then believed that secretaries are unique in their own ways, they play vital roles, need and different level of knowledge and skills; it then becomes imperative for the secretaries to recognize this unique differences.

Hence, good keyboarding skills of secretaries ensure good qualities both in typing out figures that contains customers’ details for documentation and producing error-free of business letters, memos, transcripts etc. in any business enterprise. Keyboarding skills breed coercion which ensure organizational and industries efficiency that leads to organizational success. So any business enterprise that lack keyboarding skills oriented secretary would find it difficult to attain her desire objectives.

1.2 Statement of the Problem

The secretaries can be looked upon as vital link in an organization, more than that they are expected to carry out nearly thousand different activities in assisting the executives (Wikdal, 2001). The inability of secretaries to meet up with this expectation has brought frustration to their bosses. A lack of keyboarding skills impedes secretaries in their work because it can turn even a relatively small typing into an arduous and time consuming ordeal. For example extra time and energy are needed to hunt for the right keys.

Fumbling with keys can generates spelling and punctuation errors. Extra time and energy are needed to find and correct typing mistakes. Poor keyboarding skill therefore affect secretaries’ ability to complete a related task, (Johnson & Brine, 2000, McDonald & Foss, 2007). This has equally raised quarrels between the secretaries and their bosses, other employees, customers and the public of which the reason might be lack of good keyboarding skills, more sometimes, these keyboarding skills are not found in secretaries. Therefore, this research work will examine the impact of keyboarding skills on the performance of secretaries in business enterprises.

1.3 Research Objectives

1. Determine the relevance of keyboarding skills to secretaries‘ accuracy in minutes taking in business enterprises.
2. Determine the relevance of keyboarding skills to secretaries‘ speed in minutes taking in business enterprises.
3. Determine the relevance of keyboarding skills to report writing ability of secretaries in business enterprises.
4. Determine the difference between the opinion of managers and secretaries on relevance of keyboarding skills to secretarial duties in business enterprises.

1.4 Research Questions

1. What is the relevance of keyboarding skills to secretaries‘ accuracy in minutes making in business enterprises?
2. What is the relevance of keyboarding skills to secretaries‘ speed in minutes taking in business enterprises?
3. What is the relevance of keyboarding skills to report writing ability of secretaries in business enterprises?
4. What is the difference between the opinion of managers and secretaries on relevance of keyboarding skills to secretarial duties in business enterprises?

1.5 Research Hypotheses

1. Keyboarding skills have no significant relevance to secretaries‘ accuracy in taking minutes in business enterprises.
2. Keyboarding skills have no significant relevance to secretaries‘ speed in takingminutes in business enterprises.

1.6 Significance of the Study

The findings of this study will be of immense benefit to the followings: organizations, institutions, students, lecturers and curriculum planners. The findings of this study will go a long way to correct the misconception and belief of many organizations and institutions that keyboarding skills have no influence on the practicing secretaries‟ in modern offices in Nigeria.

This study will be of academic significance to intending students who will become secretaries to take their studies very serious and put keyboarding in right perspective.

Lecturers will find it useful because it will bring about the enlightenment and awareness that is needed, as to whether keyboarding courses are still relevant or not, thereby making them find a way of updating their knowledge and skills in the most appropriate and relevant technology.

The result of this study will be of immense benefit to curriculum planners and implementers, it will help them in their job of curriculum review and implementation as it concerns keyboarding and word-processing in our schools system. The curriculum planners will also come to know the fact as to whether or not there is an existing relationship between keyboarding skills and secretaries functions in offices. Finally, it will be of benefit to future researchers who may wish to carryout researches in the related areas.

1.7 Delimitation of the study

This study was delimited to secretaries and managers in business enterprises in Nigeria. The business enterprises were selected because keyboarding skill and proficiency are criteria usually used for selection and promotion of Secretaries as well as having the same mode of office operations based on these conditions.

Chapter Five

Conclusion And Recommendations

5.1 Conclusion

Based on the major findings of the study, the researcher wishes to conclude that keyboarding skills still has relevance even with the business enterprises

The accuracy of secretaries in taking minutes in keyboarding was relevant in enhancing their responsibilities in business enterprises.

Effective and efficient keyboarding skill of secretaries is relevant in enhancing secretaries speed in taking minutes of meetings in business enterprises.

keyboarding skills enhance the correspondence composition ability of secretaries in business enterprises.

keyboarding skills are relevant in boosting the reportorial writing of correspondence and minutes of meetings by secretaries in business enterprises.

Secretaries and managers are in agreement that keyboarding skills are relevant to all forms of secretarial duties in business enterprises. This is a clear indication that secretaries in business enterprises needs keyboarding skills to carry out their day to day activities and that keyboarding skills is relevant and should not be compromised with automated equipment which was the gag that this study has filled

5.2 Recommendations

In view of the inherent value skills acquired through keyboarding and its impact on secretarial duties in office occupation in an business enterprise environment, the researcher made the following recommendations that:
keyboarding should not be expunged from the school curriculum of secretarial education both at secondary schools and post secondary institutions of learning because of its relevance to secretaries in taking accurate minutes of meetings.

The institutions / organizations that offer keyboarding should constantly organize seminars / workshops and invite seasoned business educators who are office – biased and professional counselors to educate business education students on the relevance of keyboarding skills in an era of automated equipments. If business education students are well informed on the relevance of keyboarding, they will be interested in offering the course and perform well in it.

Organizations and employers of labour should educate people on the relevance of keyboarding through appropriate seminars and workshops because keyboarding skills still serves as a means of confidential writing in close door meetings.

Ministries of education should collaborate with the Education Trust Fund (ETF) to enable them supply equipment and teaching materials in keyboarding laboratories. This will enhance the teaching of keyboarding to be more practical and that will help in bringing out the needed secretarial skills for boosting students‘ speed and accuracy in composing of reports and taking of minutes even when out of school.

The equipment and materials already in use in keyboarding laboratories should be effectively handled by teachers and students under the supervision of the administrators for update and good maintenance which can yield good results in carrying the practical aspects while in school.

Secretaries in offices should always take dictations in keyboarding so that administrators can appreciate the use of these rare skills especially the aspect of good communication, speed, accuracy and confidentiality of handling office correspondence and matters.

Constant training and retraining of secretaries should be based mainly on keyboarding skills rather than other criteria.

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