Self Organisation And Time Management Skills Needed By Modern Secretaries For Successful Job Performance In The Banking Industry (A Case Study Of First Bank Plc Owerri, Imo State)

Self Organisation And Time Management Skills Needed By Modern Secretaries For Successful Job Performance In The Banking Industry (A Case Study Of First Bank Plc Owerri, Imo State)

Abstract

The study examined how secretaries in First Bank Plc Owerri, Imo State could enhance their job performance and contribute more effectively to the achievement of organizational goals if they organize and manage their time properly. It was concluded that secretaries’ ability to organize themselves and manage their time will lead to the meeting of targets and deadlines. Also, secretaries’ inability to organize and manage their time effectively and efficiently leads to the poor performance of their job. It was recommended that secretaries should avoid anything that wastes time, plan ahead and organize their work, be abreast with the effects of poor self-organization and also know some of the administrative jobs to do as to improve the effectiveness and efficiency of the organizational goals.

Table of Contents

Preliminary Page(s)

• Title Page
• Declaration
• Approval
• Dedication
• Acknowledgement
• Abstract
• Table of Content

Chapter One

1.0 Introduction

• 1.1 Background of the study
• 1.2 Statement of the problem
• 1.3 Objectives 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

Chapter Two

2.0 Review of Related Literature

• 2.1 Introduction
• 2.2 Methods of self organization and time management for effective secretary
• 2.3 Effects of poor self organization and time management on secretaries’ job performance
• 2.4 Factors that contribute to time wasting
• 2.5 Secretaries’ performance on administrative jobs alongside their routine secretarial duties.
• 2.6 Summary of related literature

Chapter Three

3.0 Research Methodology

• 3.1 Research design
• 3.2 Area of the study
• 3.3 Population of the study
• 3.4 Sample size
• 3.5 Instrument for data collection
• 3.6 Method of data collection
• 3.7 Method of data analysis

Chapter Four

4.0 Presentation and Analysis of Data

• 4.1 Research Question 1
• 4.2 Research Question 2
• 4.3 Research Question 3
• 4.4 Research Question 4
• 4.5 Discussion of major findings

Chapter Five

5.0 Summary of Findings, Conclusions and Recommendations

• 5.1 Summary of findings
• 5.2 Conclusions
• 5.3 Recommendations
• References
• Appendix

Chapter One

1.0 Introduction

1.1 Background of the Study

In any organization, time is related very high. A secretary that does not work with time cannot be productive in an office. So the secretary must know how to manage her time properly, as well as that of her boss to be able to achieve the organization’s set goals.

Time can be described by Bhatia (2002) as the one commodity that is unbiased, available to all in equal amounts. It does not cost anything monetarily and it is completely ay our own disposal. We cannot store it, we cannot spend it in advance, we never seem to have enough of it and it is not possible to achieve it once used. Time wasting on the other hand has been observed as the major cause of secretary’s poor performance on the job. Good secretaries are those who can manage themselves as well as others.

Time according to Bennelt (2001) is the inexplicable raw material of everything. Time can be given different definitions. In a day of 24 hours, sometimes we hear some people say that the day is too slow while others say that it is fast. Even a year can be said to be long or short. It is a popular saying that time is money. Invariably, it is important that time should be properly utilized or well managed. Mackenzie (1995) asserted that an efficient secretary arranges her day’s work according to priority in order to meet up with the boss’s target, thereby achieving greater result in the work place.

Aromalaran (2003) identified time waster as those vices which prevent office workers from accomplishing desired goals at the appropriate time.

A good secretary is one that always accepts responsibilities without grumbling and should be able to carry out the work without supervision whether directly or indirectly.

1.2 Statement of the Problem

The researcher in the course of her discussion with some secretaries discovered that a lot of them close very late from their offices due to heavy workload which however spill over to the next working day. This problem arose due to the inability of some secretaries to plan their work in order of priority.

This observation brought about the need to examine the roles being played by secretaries in improving their job performance, thereby achieving the organizational set goals and objectives.

1.3 Objectives of the Study

The main objective of this research work is to investigate critically the effect of time management on the performance of secretaries in an organization.

Specifically, the study attempted:

1. To examine the methods secretaries can use to organize themselves and manage their time in First Bank Plc, Imo State.
2. To ascertain the extent to which poor self organization and time management can affect job performance of secretaries in First Bank Plc, Imo State.
3. To examine the factors that contributes to time wasting in First Bank Plc, Imo State.
4. To ascertain hoe secretaries perform their administrative job alongside their routine secretarial duties in First Bank Plc, Imo State.

1.4 Research Questions

1. What are the methods secretaries can use to organize themselves and manage their time?
2. To what extent can poor self organization and time management affect job performance of secretaries?
3. What are the factors that contribute to time wasting?
4. How do secretaries perform their administrative job alongside their routine secretarial duties?

1.5 Significance of the Study

This study could be of great important to secretaries in both the public and private sectors as well as businessmen generally, administrators and to government functionaries engaged in one form of activity or the other. The knowledge acquired from this study will enhance secretaries’ job performance and will also improve their knowledge on how to manage their time effectively and reduce their time wastage.

The study would be of immense importance to both management and staff of First Bank Plc, Imo State.

1.6 Scope of the Study

The study was restricted to self organization and time management needed for modern secretaries and there was no attempt to go outside them.

1.7 Limitations of the Study

The researcher encountered a few constraints during the process of the research. The research encountered the problem of fund in carrying out the research.

Another constraint was the reluctance of some respondents to give information because they did not believe the assurance given them that the data collected were purely for academic purposes. The timing of the study posed some constraints because the researcher could not make a thorough search due to time frame needed for the project.

However, it is unlikely that these constraints would adversely affect the validity of the findings.

1.8. Definitions of Terms

Organization:

An organization is a combination of people or individual efforts working together in pursuit of certain common purposes. it is commonly seen as any two or more people working together to achieve goal(s).

Management:

This is the process of combining and utilizing organizational resources to achieve stated goals.

Time:

Time is what is measured in minutes, hours, days etc. ie period or moment spend on something.

Skill:

This the ability to do something well

Self Organization:

Self-organization, also called spontaneous order, is a process where some form of overall order arises from local interactions between parts of an initially disordered system. The process can be spontaneous when sufficient energy is available, not needing control by any external agent

Time Management:

Time management is the process of planning and exercising conscious control of time spent on specific activities, especially to increase effectiveness, efficiency, and productivity

Secretary:

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

Task:

A piece of work to be done or undertaken

Chapter Five

5.0 Summary, Conclusion and Recommendations

5.1 Summary of Findings

From the various data collected and analyzed, it was gathered that self organization and time management is of crucial importance in the effective and inefficient achievement of organizational goals and objectives.

From the findings, some methods secretaries can use to organize themselves and manage their time which would be of great important to the secretaries in the effective achievement of organizational set goals or objectives as listed below.

• Use of management by objective
• Over schedule your own time
• Consolidate similar tasks
• Distinguish between urgent and importance work.

It was also discovered that there were some factors that contributes to time wasting which could deter or prevent the secretaries from doing their job as they were supposed and as when due.

The study further ascertained the effects of poor self organization and time management on the performance of secretaries which could lead to hatred from the executive. Finally, the study went further to reveal how secretaries performed their administrative job alongside their secretarial duties for the achievement and actualization of the organizational set goals.

5.2 Conclusions

There is no doubt that effective self organization and time management has a bearing on the performance of a secretary in the discharge of her duties. If the secretary plans her time well and organizes herself well, it will lead to meeting target or deadline thereby enabling her to achieve the organizational set goals and objectives.

The secretary who manages her time and organizes herself well will earn the boss’s trust and confidence and can be relied upon to handle problems effectively in the bank.

5.3 Recommendations

Based on the findings and conclusions, the following recommendations were made.

1. Secretaries should plan ahead, control and organize their work in order of priority and make sure materials needed for the day’s work are in their possession.
2. Secretaries should be abreast with the effects of poor self organization and time management on the performance of secretaries so that job will be done with ease.
3. Secretaries should avoid anything that might waste their time at work so that they can perform their job effectively thereby improving the achievement of the organizational goals.
4. Secretaries should know of the administrative jobs they can do alongside their secretarial duties to improve the effectiveness and efficiency, to achieve the organizational set goals.

5.4 Suggestion for Further Research

After the whole findings the researcher therefore suggests that further research be made in the following topics.

1. The effect of Self Organization and Time Management on secretary’s productivity.
2. That research extent to private and public organizations in the State.

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