The Problems And Challenges Of Female Secretaries And Achievement Of Organization Efficiency

Project and Seminar Material for Secretarial Administration

The Problems And Challenges Of Female Secretaries And Achievement Of Organization Efficiency


Abstract


This study assessed the problems and challenges of female secretaries and achievement of organization efficiency in Ijebu-Ode Local Government area. It employed descriptive approach of data gathering and analysis. Fifty (50) female secretaries were selected for the study. The non-parametric tool of chi-square was employed for the purpose of data analysis; three research hypotheses were tested in all.

Data analyzed revealed that female secretaries face different challenges in their work environment. These challenges range from sexual assault to dynamism in work environment. The researcher however recommended that organizations should procure as many modern technological gadgets as are available in the market to enable female secretaries increase their productivity.


Chapter One


1.0 Introduction

1.1 Background to the Study

In any establishment, the secretary is seen as a key factor to other personnel in an organization. It is quite impossible to by-pass the secretary to other executives; hence the role of the secretary cannot be over-emphasized. A secretary has been given so many titles as pillar, mirror and skeletal structure of an establishment.

The word secretary has been in existence for a very long time precisely as soon as business organization came into being. The Oxford Advanced Learners Dictionary defined a secretary as an employee in an office, who deals with correspondence, keeps records, make arrangements and appointment for a particular member of staff.

A secretary is the principal administrative support position in an office and increases the effectiveness of program staff by coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the organization. The tasks which the secretaries perform fall into four broad categories; communication, coordination, organizations and records maintenance. Within these categories, Secretaries perform a variety of tasks which enable managers and staffs to accomplish the mission of the agency.

It is pertinent to say that, despite the facts that secretary has many roles to play in the management of any organization, so also there are many challenges and problems facing the secretary which may affect the proper running of an organization, especially the female secretaries.

These problems may range from interpretation of words, tact’s in handling of office routines, inability to tackle complex situation, gender, and lack of general secretary skills to enhance efficiency.

Therefore, a female secretary needs to have good basic educational background and experience. In addition, a female secretary should have good secretarial skills in shorthand, typewriting, she must be computer literate and sound knowledge of English Language and practical experience of office works since a female secretary is expected to ease the burden of her boss whose work and responsibilities make heavy demand upon her.


1.2 Statement of the Problem

The following areas are to be identified such as lack of recognition for a female secretary, sexual assault from the boss, difficult boss, gender and working hours have become a very serious problem in an organization. Drastic measure needs to be taken to prevent these problems among the female secretaries in an organization.

Considering the problems and challenges faced by the female secretaries from their boss, it arouses the interest of the researcher to appraise the challenges faced among female secretaries in an organization.


1.2 Purpose of the Study

The purpose of this study is to highlight the challenges and problems facing a female secretary and achievement of the organization efficiency.

This project will also expose the cause of the problems and challenges of female secretaries and the effect on the organization they work for. It will reveal the ideal type of relationship a female secretary should maintain with the public.


1.3 Research Questions

  1. Are female secretaries more effective than male secretaries in an organization?
  2. Will stress at both home and office liable to destabilize competent female secretary?
  3. Is pregnancy a major setback for female secretaries to do their job efficiently?
  4. Will cordial relationship between the boss and secretary enhance productivity?
  5. Are female secretaries facing assault from their boss?

1.4 Research Hypotheses

  1. Female secretaries are more effective than male secretaries in an organization.
  2. Stress at both home and office are liable to destabilize competent female secretary.
  3. Pregnancy is major setback for female secretaries to do their job efficiently.
  4.  Cordial relationship between the boss and secretary can enhance productivity.
  5. Female secretaries are said to be seductive and sometimes face sexual assault from their boss.

1.5 Significance of the Study

The success and achievement of any organization depends on a great deal of the effectiveness and efficient performance of its secretaries. Knowing this fact, management has tried to adopt, effective personal policies on how best to encourage these secretaries so as to get the best from them in terms of output and flow of information effective use of time and efficient running of the organization.

This research study would be of help for any organization to know that company secretaries are the primary source of advice on the conduct of business and can span everything from legal advice on conflicts of interest through accounting advice on financial reports, to the development of strategy and corporate planning.

It is also hoped that this work would provide guidance to management on how to treat their secretaries for effective productivity.

The research study stands as a model and code of conduct for peaceful working condition between the female secretaries and her boss within the organization for the achievement of the organization efficiency.


1.6 Scope of the Study

The research is to be conducted in Ogun State, Ijebu-Ode Local Government precisely to examine the performance and the achievement of the female secretaries in the organization. It is also aimed at studying the means of eradicating the problems and challenges faced by the female secretaries and thereby establish a good communication and relationship between the female secretary and her boss.


1.7 Limitation of the Study

The researcher, due to financial constraint, limited time and distance, limited the research to only an organization in Ijebu-Ode, Ogun State.

However, it is hoped that these constraints named above, will be checkmated by making the best use of the materials to be use and spending more than the necessary time in the research work.


1.8 Operational Definition of Terms

Some terms expressions or technical work used in the process of the research write up is clearly defined and their meaning well explained. Some of these terms include;

1. Secretary:

According to Wikipedia meaning, a secretary is also an administrative assistant, is a person whose work consists of supporting management, including executives, using a variety of project management, communication and organizational skills. A company secretary is responsible for the efficient administration of a company, particularly with regard to ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the Board of Directors are implemented.

2. Employer:

An employer is a person that employs one or more people for wages or salary. It is also a person in charge of business to hire workmen to the business to hire workmen to the business for easy running of the business.

3. Office:

An office is a place where clerical activities are being taken place. Is a place of position of duty, trust, or authority {e.g office of the president} and professional duties are performed.

4. Problems:

Is something that is difficult to deal with or to understand.

5. Challenge:

Is a new or difficult task that test someone’s ability and skills. It’s a demanding task or situation of things.

6. Achievement:

Is a thing that somebody has done successfully, especially using their own effort and skill. Its also the action or process of achieving something.

7. Efficiency:

Is the quality of doing something well with no waste of time or money.


Chapter Five


Summary, Conclusion and Recommendations

5.0 Introduction

The chapter discusses the general summary of the study, conclusion as well as recommendations


5.1 Summary

The purpose of this study was to assess impacts of challenges facing female Secretaries on their efficiency at work a study taken at Ijebu-Ode Local Government area. The study was guided by three specific objectives with associate’s research questions.

From the general objective and specific objectives, Researcher found out that female secretaries face different challenges including Negative perception towards personal Secretaries, low promotions and negative perceptions, low level of education and Shortage of office equipments. Impacts of mentioned challenges including Lead to misunderstanding among workers, reduce concentration of work and rise inferiority complex among Secretaries while to reduce and resolve challenges there are some efforts made among of the mentioned were training programmes at working place, equity programmes as well as developing corporate culture.


5.2 Conclusion

After data analysis, presentation and discussion of findings, Researcher revealed that Ijebu-Ode Local Government area should ensure that the workers are equipped with additional guidance to ensure that Organization is supported by additional resources, training, coaching and monitoring, and invoke disciplinary procedures towards varieties of activities conducted.

Moreover, the importance of Secretarial skills in this modern world is very essential, the office should employ more workers (Secretaries), practice regular training to workers, educating secretaries and attending seminars by secretaries so as they can run office with respect to market and rapid technological development.


5.3 Recommendation

As far as the findings and conclusion drawn from the study concerned, here are some recommendations proposed to Ijebu-Ode Local Government area in general, and other Organization as well. Secretarial cadre is facing with a lot of challenges in Public offices.

In order to eliminate these challenges the following should be done:

  1. Secretaries should raise their hands together and form their organization just like other professional groups to protect for their rights as secretaries in their working places.
  2. Society perceptions towards secretarial professional should be neutralized highly in advance by educating society on real responsibilities and contributions of secretaries to the office performance

The Problems And Challenges Of Female Secretaries And Achievement Of Organization Efficiency


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