Impact Of Training And Development Programmes On Secretary’s Productivity (A Case Study Of Civil Service System In Owerri, Imo State)

Project and Seminar Material for Office Technology and Management OTM

Project and Seminar Material for Office Technology and Management OTM


Abstract


This research work is a study on the impact of training and development programmes on the secretary’s productivity. The specific purpose of the study is to find out the available training schemes and how they affect the job performance of secretaries in the civil service system in Imo State using ministry of housing and education as a case study. The population comprises secretaries and bosses in the two ministries in Owerri, Imo State.

The method of analysis used was simple percentage. In the study, it was revealed that in-service training, study leave and on-the-job training were the basic training schemes available in the civil service system. It further discovered that development programmes such as seminar/workshops, courses are mounted for secretaries in the civil service system. Based on the data collected, it was found out that secretaries are not adequately and properly trained in the civil service, rather they are trained yearly which does not really have a serious impact on them.


Table Of Contents


Preliminary Page(s)

  • Title page
  • Approval page
  • Dedication
  • Acknowledgement
  • Table of content
  • Abstract

Chapter One

1.0 Introduction

  • 1.1 Background of the study
  • 1.2 Statement of the problem
  • 1.3 Purpose of the study
  • 1.4 Significance of the study
  • 1.5 Scope of the study
  • 1.6 Research questions

Chapter Two

2.0 Literature Review

  • 2.1 Overview of training and development
  • 2.2 Determining the training needs/programs
  • 2.3 Training process
  • 2.4 Why secretaries in Imo state civil service Need training
  • 2.5 Training schemes available to secretaries in-service training
  • 2.6 Industrial training fund
  • 2.7 On-the-job training
  • 2.8 Induction/orientation programme
  • 2.9 Job rotation
  • 2.10 Coaching
  • 2.11 Apprenticeship, tutelage or understudy
  • 2.12 Management training
  • 2.13 Correspondence courses
  • 2.14 Seminar/workshop
  • 2.15 Training and development
  • 2.16 Summary of literature review

Chapter Three

3.0 Research Methodology

  • 3.1 Design of the study
  • 3.2 Area of study
  • 3.3 Population
  • 3.4 Sample and sampling techniques
  • 3.5 Instrument for data collection
  • 3.6 Method of data collection
  • 3.7 Method of data analysis

Chapter Four

4.0 Analysis and Presentation of Data


Chapter Five

5.0 Summary, Conclusion and Recommendations

  • 5.1 Discussion of findings
  • 5.2 Summary of findings
  • 5.3 Conclusion
  • 5.4 Recommendation
  • Suggested areas for further research
  • References
  • Appendix

Chapter One


Introduction

1.1 Background of the Study

Like any other organization, civil service system is set up to accomplish some definite goals. But unlike many other organizations that pursue monolithic goal which may be social economic, or political civil service system pursue divergent goals which ranges from social to political and it has often been said that an organization’s most valuable resources are us employees. For any organization to live to achieve its goal, training and human resources development program has to be organized. This is one of the reasons the Federal Military Government of Nigeria through its own institute. Its main objective is to promote and encourage acquisition of skills with a view to generating a pool of indigenous trained manpower, sufficient to meet the needs of the economy.

Training in the Nigeria Civil Service has been given considerable attention by the government immediately after independence most organizations were planning without data and so organizational plans were done on assumptions. Nowadays training in secretarial programme as well as information technology has become imperative.

A vast majority of secretaries in civil service are yet to be computer literate and thus lack the secretaries and other information technological skills necessary for the achievement of an increased productivity. Proper and adequate training should be given to secretaries on how to operate modern equipment vis- of vis adoption of good human relation approach.

Thus, for secretaries to perform their functions efficiently there must be, well designed training and development programmes arranged in the organizations to enhance productivity. This organizational training may range from seminar , on the job training, off – the- job training schemes owned at exposing secretaries to the new techniques adopted in modern offices.

Training as one of the management tool (Warren, 1986) is used to develop the full effectiveness of an essential organizational resource. It is the fastest segment of personnel activities. It is a course of diet and exercise for developing physical strength, endurance or dexterity. Many organizations have come to the full realization that training is a crucial method of developing the employee towards enhancing productivity. Some companies go as far as running training schools of their own, they arrange occasionally two to three days adhoc seminars or workshops mounted for staff enrichment which they in two pay the trainers the primary purpose of all training and employee development is to add to or renew the abilities of an organizations work force (Gilbert and Robert 1985) in another instance, Luke, Cheryl and Stigler (1992) believed that the essence of training and employee development is on performance and productivity, both in skill, knowledge, attitude and minimization of wastage and scraps. With the technological age, office automation and academic advancement organizations have realized the importance of training of their staff.

The civil service system in Imo State is not left out. This training has in turn brought in new knowledge in office skills and automation which the traditional skills over worked in the mud. In the civil service system the secretary plays a very vital role in the realization of the office goal, but it is disheartening that they are more a less considered to be trained with the new trends- the changer role of office equipment. Most of the development programmes are only available to the administrative cadres leaving the secretaries to carry out only perfunctory duties. Like other cadre of staff, secretaries need to be constantly exposed to training programmes need to cope with the technological modern offices.


1.2 Statement of the Problem

The constant problem of inadequate supply of qualitative and quantitative personnel in the system is a bane that has been with the nation since the inception of the civil service due to low remuneration associated with the system and levels of its clients who are drawn from the lower income status. These factors now made the system a last resort for unemployed youth while others use is as a springboard for better jobs.

To this effect it is a call for civil service to integrate and incorporate training and retraining of their personnel especially the secretary to meet up with the problem of present challenges of knowledge explosion and technological advancement facing the nation. Training as essential instrument for enhanced productivity are hardly organized for workers in the system and the secretaries who are the live wire of the civil service system face the same fate.

Thus in order to fit in well into the main stream of global scheme of things, Imo State Civil Service should realize the of training and development programme on secretary’s productivity to help move the civil service forward.
Secretaries in the system are treated as non- entities whose future ends behind the typewriters. Their opinions are not at all sorted in decision making. They are treated as copy typist not realizing that they have potentials that need to be explored.

The problem of the study is to explore the type of training scheme available to secretaries in the civil service system, the extent to which secretaries are exposed to these development programmes, the effects of these programmes on the secretary’s productivity and how the management perceive the secretary’s role in the realization of the goal of the civil service system.


1.3 Purpose of The Study

The purpose of the study is aimed at finding out the impact of training and development programmes on secretary productivity. The study will specifically seek to:

  1. Determine the inadequate supply of qualitative and quantitative personnel in the civil service system.
  2. To find out the service integrate and incorporate training and retraining of the personnel especially the secretary productivity in civil service.
  3. Determine the extent to which secretary are expose to development programme in civil service.
  4. To determine whether the secretary is perceived as important instrument towards the realization of the goals of the civil service system.

1.4 Significance Of The Study

The significance of the study is to find out the impact of the programmes on secretary productivity. A study of this nature would encourage management to extend their policy on training personnel to secretaries. This would consequently increase job satisfaction, morale and harmony and hence secretary’s productivity system.
This study is to find the important of secretary stakeholder:

  1. To ensure compliance of the provisions of companies law and rules made there under and other statutes and bye-laws of the company.
  2. To ensure that business of the company is conducted in accordance with its object as contained in its memorandum of association.
  3. To ensure that affairs of the company are managed in accordance with its objects contained in the article of association and the provision of the companies law.
  4. To arrange with and to call and hold meeting of the board and to prepare a correct record of proceedings.

1.5 Scope Of The Study

The research in the impact of training and development programme on the secretary’s productivity is focused essentially on establishing the type of training scheme available to secretaries in the civil service system and now development programmes affects their level of productivity. The activity performs in training and development programmes on secretary productivity are:

  1. Secretary and administrative assistant education
  2. Secretary and administrative assistant training
  3. Work experience in a related occupation
  4. Licenses, certifications, and registrations

1.6 Research Questions

To guild the study, the following questions were posed:

  1. What are the inadequate supplies of qualitative and quantitative personnel in the civil service system.
  2. What are the importance instruments toward the realization of the goals of the civil service system.
  3. What extent in which the secretary’s are exposed to development programme in civil service system.
  4. How does a secretary perform their function efficiently in civil service.
  5. What is the fate of secretaries if they are handicapped in office automate

Chapter Five


Discussion Of Findings Summary Conclusion And Recommendations

5.1 Discussion of Findings.

This chapter presents the discussion of findings summary, conclusion and recommendations. The discussion of the findings were based on the research questions postulated for the study/ the findings of the study are in relation to research question which revealed that three basic training schemes were available in the ministries. They are namely.

Study leave with pay, in – service training and on- the job training scheme. It also revealed that the most commonly adopted method of training is the in-service training scheme. This outcome is supported by Ubeku (1975) who claimed that the purpose of the in- service training is primarily to assist personnel bridge the gap between what they are expected to do and what are, in fact, their level of knowledge and competence.

The result therefore reveals that inadequate programmes are organized for secretaries in civil service system. The findings indicate that secretaries in civil service system are exposed to development programmes once a year. Denyer in his own view, said that every new employee at any level should undergo induction training programme to increase efficiency in the organization.

Under management training and development Ekpenyong (1984) observed that some individuals perceive work of secretaries in terms of typing and shorthand only stressing that secretaries are not given the same salaries as their counterparts with the same educational background.

Nedler (1990) noted that some organizations do not have a definite nomenclature for secretaries as most of them who enter as secretaries and after many years are still at the same grade level.

Pigocs and Myers (1981) in their contribution also stated that induction provides the secretaries with the workings of the environment, organization for effective performance.

From the Researcher’s view regular exposure of secretaries to training and development programmes is mandatory since their profession is still oriented coupled with the explosion of knowledge of technology permeating the automated office. The secretary’s level of productivity and job satisfaction will definitely improve if she is exposed to short course, on the job training and above all modern technological equipment in the course of the training.

The findings of this study revealed that with the little exposure of development programmes given to secretaries in the civil service systems, their level of productivity is affected positively. The result is supported by Ubeku (1975) who contended that training of workers is not a waste, rather it is money well invested.

From the Research view point the job of a secretary is an arduous task and required high skills and competences optimal realization of the systems goal.

The function of the executive is more administration as information must be prepared transmitted and preserved, hence the need to be exposed to regular development programmes. The outcome of this study showed that management perceives secretaries as their partners in progress. This is supported by sergioranni (1995) who said that secretarial profession is a key occupation to business efficiency.

Their functions are indispensable for the existence of any organization. He concluded by saying that it is the profession that deserves recognition in both academic and business cadre.


5.2 Summary of Findings

The Impact of training and development programmes on secretary’s productivity have been reviewed and analyzed as preserved in this work.

It has been reviewed that in- service training, study leave with pay and on- the job training were the basic training schemes available in the civil service system .

The study also reveals that development programmes such as seminar/workshops, short course are attended of secretaries in the civil service system.


5.3 Conclusion

  1. Training of secretaries brings out the required skills and competence.
  2. Therefore, civil service system enjoy job satisfaction since they are either promoted, upgraded or given additional responsibilities.
  3. It is evident that adequate training of secretaries would be to a large extent, increase productivity towards the optimization of organizational goals.
  4. Secretaries should be trained properly for them to advance like their other colleagues in other professions so as to make their jobs to be interesting.

5.4 Recommendation

Based on the findings of the study, the following recommendations were made.

  1. Secretaries should be given study leave to attend more academic programmes.
  2. Secretaries should be allowed to attend seminars/workshops/or course/Refresher course more regularly to boast their level of productivity.
  3. Management is therefore recommended to continue in the provisions of training schemes which secretaries would benefit from.
  4. Government should come to the aid of the ministries of assisting in funding the training programmes.

Suggested Areas For Further Research

  1. The fate of secretaries in the civil service of they are handicapped in automated equipment.
  2. Inter- personal relationship between the secretary and the Boss in civil service.

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