Impact Of Training On The Job Performance Of Secretaries

Project and Seminar Material for Office Technology and Management OTM

Project and Seminar Material for Office Technology and Management OTM


Abstract


This research project is titled impact of job training on the job performance of secretaries. It was carried out using secretaries of Federal Poly Ede, as case study. Top executive and practicing secretaries were used to gather information on the above topic. Questionnaires and ink views were the methodology adopted for data collection.

Frequencies and percentages were used to analyse data obtained and two hypotheses were tested using the chi-square

It was discovered that training played a major role in the effective performances of secretaries, but it was not in isolation, as other factors also contributed to the performance of secretaries.

It was recommended that all students and secretaries should make use of all the available training facilities at their disposal meaningfully.

Conclusively on impact of on-the job training to effective performance of secretaries cannot be over emphasized.


Table Of Contents


Preliminary Page(s)

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

Chapter One

1.0 Introduction

  • 1.1 Background of the study
  • 1.2 Statement of problem
  • 1.3 Objective of the study
  • 1.4 Research Hypotheses
  • 1.5 Significance of the study
  • 1.6 Scope and limitation of the study
  • 1.7 Definition of terms
  • 1.8 Organization of the study

Chapter Two

2.0 Literature Review


Chapter Three

3.0 Research Methodology

  • 3.1 sources of data collection
  • 3.3 Population of the study
  • 3.4 Sampling and sampling distribution
  • 3.5 Validation of research instrument
  • 3.6 Method of data analysis

Chapter Four

4.0 Data Presentation And Analysis And Interpretation

  • 4.1 Introductions
  • 4.2 Data analysis

Chapter Five

  • 5.1 Introduction
  • 5.2 Summary
  • 5.3 Conclusion
  • 5.4 Recommendation
  • Appendix

Chapter One


Introduction

1.1 Background Of The Study

Secretaries are not born but made, although there are people with the potentiality of becoming good, effective and efficient secretaries. Before anybody can be called a Secretaries, she must have unclear gone certain trainings. The period of training varies from time to time and depends on the level of operation.

In other words, the degree of training will determine where the secretaries work. Generally, it is however required that a person must have gone through series of trainings before she can qualify as a secretaries. During the period of training, no matter how short or long at takes, it is expected that all the skills and knowledge required of her to be able to discharge her duties effectively must have been acquired. Having acquired these, the end result is to be able either to impact these skills and knowledge into others or make the best use of them in various places where such are needed.

For decades now, fast changes have been taking place in all facets of human life including the office environment. This is as a result of technological advancement. Every office in today’s business world, be it government, industry or other human endeavors, require facts and accurate information for quick decision-making. The office worker, including the secretaries, expects certain support from the organization into which he/she is employed. This support can be technological (machines and equipment) and human. In offices of past, manager’s dictated memos and letters and secretaries typed them. Most recently, business have developed word processing centers and relied on personal computers and even electronic mail in an effort tolessen the need for secretarial support and make the secretary-secretaries very productive (Ezoem,1995; Osuala, 2004).As a result of changes in technology, the role of secretaries in business has changed tremendously from that of typewriting and shorthand dictation, answering of telephone calls and processing of mails. Today’s secretaries are exposed to office technology including the internet that make work much easier and knowledge more accessible (Edwin, 2008). It is now easier to send messages by telex, electronic mails (e-mails), fax and telephones. Other office gadgets available to the secretaries are photo-copy machines, duplicating machines, dictating machines, printers, among others. This is the era of computers and information technology which has become an enabler of greater convenience. Three of the most popular types of computer software programs are word processing, which help the user to write and edit memos, letters and reports, data management programs or databases, which help the user/ secretaries to use long lists of data and spreadsheet programs, which handle tables and numbers (Dulek and Fielden, 1999).

Secretaries now have many technologically advanced office gadgets to ease their jobs and enhance proficiency and productivity leading to improved access to goods and services globally(Wofersohn, 2001). There are wide range of office machines and equipment which now enable secretaries to improve their performances. Such new machines take the form of electronic typewriters that have replaced the manual ones. Word processors with milt-purpose facilities, computers and other sophisticated office machines and equipment are now provided by employers. Some of the physical equipment used by secretaries includes computer communication equipment and electronic pocket organizers (Lucas, 1997). New technological equipment that has altered the procedures and technique for office functions include the computers, electronic mail/ commerce, voice mail, and the Internet.

However, these new developments brought by technological challenges require even more knowledge and skills beyond being a professional secretaries. For the secretaries to be abreast with the changing times, face the challenges and overcome the old ways of doing things she or he needs training requirements in recent times to help meet organizational objectives. Information technology has affected many professions in recent times. The roles of secretarial professional shave been turned around by technology. It has provided the tools that shift the role of secretaries from that of information recorders to business strategists (Appah and Emeh, 2011). Several other authors are of the view that the secretaries have to be well equipped to meet the present challenges of a modern office.


1.2 Statement Of The Problem

An automated office, undoubtedly, offers new roles and responsibilities for the secretaries. Such new roles presuppose that additional training and qualifications are required from the secretaries. Cameron (1982), a very long time ago, commented that it takes up to 10 to 15 years between the introduction of new equipment in the market and its installation in small organizations. This is particularly peculiar to private business organizations in developing countries. In modern times, it is not uncommon to find some organizations still subjecting secretaries to the use of manual typewriters. When secretaries are not provided with efficient and effective working tools, productivity is definitely bound to be low.

It is observed that due to the introduction of sophisticated technological (electronic) office equipment into today’s office and the role secretaries need to play in ensuring accuracy and efficiency in their jobs, the secretaries need to meet the challenges by acquiring new skills and competencies for efficient operations in the electronic office. There is continuous advancement in technology which has affected the secretarial profession in terms of the quality, speed and accuracy of works performed. This study is therefore undertaken in order to gain understanding on the impact of training on the job performance of secretaries.


1.3 Objective Of The Study

The general objective of this study is to ascertain the impact of training on the job performance of secretaries. The general objectives are;

  1. Ascertain the ease of use of new office technologies existent at the Union bank of Nigeria.
  2. To investigate the level of usage of these new office technologies.
  3. To identify the level of performance of trained secretaries with that of untrained secretaries.
  4. To determine the relationship between job training and job performance.
  5. To find out if training programs are organised by union bank to improve the secretaries’ work skills.

1.4 Research Hypotheses

Hypotheses One
  • Ho: There is no relationship between training and job performance
  • Hi: There is a relationship between training and job performance
Hypotheses Two
  • Ho: Training does not enhance work efficiency
  • Hi: Training enhances work efficiency

1.5 Significance Of The Study

This research work will be useful to organisations and employers of labour, as it will provide information on the importance of frequent on-the-job training of secretaries for better job performance and also help management of such organisations come up with action plans and strategies on evaluating secretaries to determine their area of weaknesses and cover up existing gaps.

This research work will also be useful to other researchers as it will serve as a research material for further studies.


1.6 Scope And Limitation Of The Study

This study is primary concerned with impact of training on the job performance of secretaries. It covers Federal Poly Ede.The researcher encountered some constraints, which limited the scope of the study. These constraints include but are not limited to the following

a) Availability Of Research Material:

The research material available to the researcher is insufficient, thereby limiting the study

b) Time:

The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.


1.7 Definition Of Terms

Training

Is a highly useful tool that can bring ansecretary into a position where they can do their job correctly, effectively, and conscientiously. Training is the act of increasing the knowledge and skill of ansecretary for doing a particular job.

Performance

The accomplishment of a given task measured against preset known standards of accuracy, completeness, cost, and speed. In a contract, performance is deemed to be the fulfillment of an obligation, in a manner that releases the performer from all liabilities under the contract.

Secretary

A person employed by an individual or in an office to assist with correspondence, make appointments, and carry out administrative task.


1.8 Organization Of The Study

This research work is organized in five chapters, for easy understanding, as follows

  • Chapter one is concerned 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, Conclusion and Recommendation

5.1 Introduction

It is important to ascertain that the objective of this study was to ascertain a critical analysis of impact of training on the job performance of secretaries.

In the preceding chapter, the relevant data collected for this study were presented, critically analyzed and appropriate interpretation given. In this chapter, certain recommendations are made, which in the opinion of the researcher will be of benefit in addressing the challenges of job performance of secretaries.


5.2 Summary

This study aimed at havinga critical analysis of impact of training on the job performance of secretaries.(NUMBER OF OBJECTIVES)were raised. These objectives include:

Ascertain the ease of use of new office technologies existent at the Union bank of Nigeria, to investigate the level of usage of these new office technologies, to identify the level of performance of trained secretaries with that of untrained secretaries, to determine the relationship between job training and job performance, to find out if training programs are organised by union bank to improve the secretaries’ work skills.


5.3 Conclusion

Based on the above findings pertaining to the objectives of the study the following conclusions are drawn.
The findings reported in this study suggest that training and development have an impact on the performance of secretaries with regards to their jobs. This result is broadly consistent with prior management literature on training, development and work performance.


5.4 Recommendation

The following recommendations were made by the researcher at the end of the research work
Organisations should organise periodic training programmes for secretaries in order to enhance their credibility on the use and application of office function.

New technologies should be introduced to the organisation once in a while and it should be ensured that proper training on such new technology is carried out. This will enable the secretary perform better in his or her duty as a secretary

Secretaries should be evaluated periodically to determine those with obsolete knowledge and organise training programs to suite their knowledge needs.


Impact Of Training On The Job Performance Of Secretaries


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