The Strategies For Improving The Functionalities Of In-Service Training Of Secretaries In Modern Business Organization

Project and Seminar Material for Secretarial Administration

The Strategies For Improving The Functionalities Of In-Service Training Of Secretaries In Modern Business Organization


Abstract


Te importance of training both old and new employees in an organization particularly in modern business organizations cannot be over emphasized. It is eviolent that new jobs usually required training in new skill.

The fact that in service training helps to eliminate the numerous problems faced by old employees in coping with the new technological trends is self evialent

In addition the motivation of employees who have just been used or promoted is likely high. Though training may become more problematic when it involves experience employees who require additional training to enhance their performance. The training needs of such employees are not always easy to determine, even when determined the individuals involved may resent being asked to change their established way of doing their jobs.

The purpose of in service training is usually to achieve some set goals, which will be beneficiary to both the individuals and the organizations. This training is usually mapped out mainly for people already in service and it is geared towards improving their abilities in their jobs.


List of Table


  • Table 1: Response to question one
  • Table 2: Response to question two
  • Table 3: Response to question three
  • Table 4: Response to question four
  • Table 5: Response to question five

Table of Content


  • Title page
  • Approval page
  • Dedication
  • Acknowledgement
  • Abstract.
  • List of tables
  • Table of content

Chapter One

Introduction

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

Chapter Two

Literature Review

  • 2.1 Concept of in-service training
  • 2.2 Relevance of training
  • 2.3 Strategies for improving the functionalities of in service training of secretaries.
  • 2.4 The need for in service training
  • 2.5 Types of in service training
  • 2.6 Planning of in service programme
  • 2.7 The focus of in service training
  • 2.8 Importance of in service training.
  • 2.9 Summary of related literature

Chapter Three

Research Methodology

  • 3.1 Design of the study
  • 3.2 Area for the study
  • 3.3 Population for the study
  • 3.4 Sample and sampling procedure
  • 3.5 Instrument for data collection
  • 3.6 Validity of the instrument
  • 3.7 Reliability of the instrument
  • 3.8 Method of data collection
  • 3.9 Method of data analysis.

Chapter Four

Data Presentation and Result of Findings.


Chapter Five

Summary, Discussion and Recommendation

  • 5.1 Research findings
  • 5.2 Discussion of findings
  • 5.3 Summary
  • 5.4 Conclusion
  • 5.5 Recommendation
  • 5.6 Suggestion for further study
  • 5.7 Limitations of the study
  • Appendices I
  • References

Chapter One


Introduction

1.1 Background of the Study

In introduction topic a survey of the strategies for improving the functionalities of ins service training of secretaries in a modern business organization in Enugu state, we must first understand when in-service training is all about.

There are many definition of in service training but I will highlight on just a few in order to see ways of improving its functionalities for a modern secretary.

Otto and Sender (1964) stated that in service training is a continued education of person while they are in service.

Hass (1964) stated that in service training include all activities engaged by professional personnel during service and designed to contribute to professional improvement.

Dillon Peterson (1981) defines in service training and professional growth for individuals within a respectful, supportive, positive organizational climate having as its ultimate aim to better learning. Having seen the definitions of in service training, ,let us consider the strategies f improving its functionalities.

The aim of in service training for the secretaries being to help them overcome many challenges posed to them by the modern technologies such as computers, fax machines, word processors etc. to now improve the functionalities of this training for secretaries it becomes imperative to train them in the use of these equipment to enhance their productivity and efficiency

To also improve on the functionalities of in service training for secretaries in a modern business organization, such must be well articulated and well designed toward personal and organizational goals.

According to Wyn Reilay (1979) he said that there are two schools of thought as to the extent the design and running of their services We are more interested in the second school of thought which agrees that trainees should participate in determining what should constitute an in service training for them. For it helps to develop a sense of responsibilities.

Granti8ng study leave instead of on the job training will improve the functionalities of in service training of secretaries in no small measures, in that they will have enough time to consulate on the training and also remove stress which will not help in the training.

Attachment of incentives like promotion, monetary reward etc, can as well enhance the functionalities of in service training of secretaries. The type of personnel assigned to conduct the training will equally in no small measure improve the functionalities of this training, seeing that in service training si a two way course that really involves a trainee and a tutor. How the tutor handles the course will go a long way to arouse the interest and dedication of the trainees. Using qualified personnel will in turn bring in new motivation, fresh insights, whose teaching techniques is based on many years if experience will impact and improve the functionalities of in service training of secretaries in a modern business organization in Enugu sate.

A good communicator is equally a great asset to this course of study.


1.2 Statement of Problem

The inability of employers to send their staffs for in servuice training posses a lot of problem and pulls down efficiency and productivity.

Most modern business organizations in Enugu state lack qualified secretaries. They employ secondary school leavers as secretaries, when they don’t even know who a secretary is not to talk of what her duties are. There in experience and lack of training posses a great problem as to what assets of training to give them.

The establishment of staff development and distant education for staff training is one thing but lack of facilities,, non chalet attitude of employers and lack of funds are militating against the up-liftment of such projects like in service training of secretaries.

Some of these employers lack adequate knowledge as to how in service training can really improve their workers and in turn bring about greater productivity and efficiency

Selfishness and greediness is another problem facing the improvement of the functionalities of in service training og secretaries in modern business organizations in Enugu state in that over use these secretaries and at the same time pay them very little amount of money as salary, which makes it difficult for such secretaries to go for in service training and when the attempt to attend one is usually not a very qualitative one and the result is usually learning little of nothing at all.

These days, people are mainly interested in the acquiring of certificates and not really on skill acquisition of learning what they are suppose to learn. In this situation, such secretaries will inevitably receives what they have asked for which is inadequate training.

Considering the above background, the study therefore, awareness should be created in the need for improved functionality of in service training of secretaries in modern business organizations in Enugu state, to be able to promote efficiency and increase productivity.


1.3 Purpose of the Study

The study is therefore designed to

  1. Examine the literature on in service training of secretaries with the intension of improving the functionalities of in service training of secretaries in modern business organization in Enugu state.
  2. Determine if secretaries in modern business organization in Enugu state are given adequate training
  3. Determine the need for improving the functionalities of in service training of secretaries in modern business organizations in Enugu state,.
  4. Create awareness on the needs of employing qualified secretaries and on he need of sending them for an improved in service training.
  5. Offer immediate and long term suggestion for the improvement of the functionalities of in service training of secretaries in modern business organizations.

1.4 Research Questions

This study will seek to answer the following questions

  1. What literature can be examined to improve the functionalities of in service training of secretaries in modern business organizations in Enugu state
  2. How far are secretaries in modern business organization given adequate training
  3. To what extent is the need to improve the functionalities of in service training of secretaries in modern business organization in Enugu state.
  4. What level of awareness is to be created in the needs of employing qualified hands in modern business organizations and on the need of sending them for an improved in service training programmes.
  5. What immediate and long term suggestion should be offered for the improvement of the functionalities of in service training of secretaries in modern business organizations in Enugu state.

1.6 Significance of the Study

This study is significant for the following reasons

  1. It will go a long way in helping to create the necessary awareness required of employers in achieving an improved in service training of their secretaries, for an improved functionalities of these secretaries. Thee by making them more productive and deficient in their jobs to the benefit of the employers and to their joy and satisfaction.
  2. It will help build the desire for self development as the secretaries are provided with the opportunity of self evaluation, which will in-turn move them to strive for greater competence in their job to the benefits of the employers.
  3. This study will serve as a guide and also as a motivational tool for both the secretaries and the employers of labor in modern business organization in Enugu state.
  4. This will help the Nigerian labor congress to put-up a common front and fight against mediocrity in the employment and training (in service) of the secretaries in modern business organizations in Enugu state, thereby creating job opportunities for qualified secretaries and creating good ground for qualitative and improved in service training of same.
  5. The study is significant in that it will help our policy makers take into account the strategies of improving the functionalities of in service training of secretaries in modern business organizations ion the state, thereby formulating development plans to favor them. The policy makers can even go to the point of making a uniform and standard rule on how the in service training of secretaries in modern business organizations in the state should be carried out. This in turn will put the secretaries in the lime-light and also make for their better utilization
  6. It will take away redundancy and make the secretaries feel fulfilled.

Chapter Five


Discussion of Findings, Summary, Conclusion and Recommendations.

5.1 Discussion of Findings.

From table one there were these indications that out of 80 respondents about 77.5% rated that there are in adequate literature on in service training of secretaries, an explanation for this is that fact that many organizations and even individuals have not appreciated the importance of in service training of secretaries in modern business organizations. While 17.5% of the total population pointed out that there jobs don’t allow them time to read about this vital issue of called in service training. A very small and insignificant figure of about 5% of the total population felt there were doing well in that regard, so has no need of reading in that regard and ticked not interested.

From table two we found out that 57.5% of the respondents went for acquisition of new skills and training in information technology, while 25% went for human relations and 10% for office practice and 7.5% went for general updating og knowledge. This shows that the greater number of secretaries believed in acquisition of new skills and training in the modern and most recent information technologies is what the need most. An explanation for this is that they feel that this what they need to improve their efficiency, work out put and as well as help attend professionalism in their chosen career.

From table three there were these indication that out of 80 respondents 53.5% rated that secretaries should be involve in the planning of their in service training to be able to achieve greater functionality. A possible explanation for this, ,is that the respondents feel that they are in a better position to know what they need and how best to go about it.

The second highest rating went to making in service training free and compulsory, explaining that lack of insight and poverty can go a long way to hamper the success of such programmes.

Organizing it yearly received the lowest rating of 17.5%. an explanation for this can be as a result of the demanding and timing nature of their job which may not allow them time to attend the training on a yearly note.

Table four showed that creating of awareness through seminars rated highest of 50% while public lectures and enlightenment and news letter from professional body rated the same, of 25% each. A possible explanation being that they feel employer of labor considers seminars more honorable than public lectures and enlightenment and even news letters from professional bodies which they may not have time to read. As a result, they feel freer attaining seminars and there by making seminars the v=best medium of creating awareness on the need to employ qualified hands or personnel as secretaries in modern business organizations in Enugu state.

From table five it is shown that 100% of the respondents indicated that secretaries can be made to be more interested in their in service training by attaching their promotion and monetary rewards to the scheme. None of them gave a negative response. an explanation for this, is that these two items mentioned can be considered as great motivators any where.


5.2 Summary

The analysis of the data collected for this study were as follows

  1. Lack of adequate literatures on in service training of secretaries which rated 77.5% of the total population of 80 persons.
  2. It was discovered that secretaries preferred acquisition of new skills and training in information technology which rated 57.5% out of the total population of 80 secretaries.
  3. Out of 80 respondents 53.5% rated that secretaries should be involved in the planning of their in service training to be able to achieve greater functionality, since the are the people who need the training, they are likely going to be in the best position to know what the need.
  4. Creating of awareness through seminars rated the highest of about 50%. The respondent felt that their employers prefer going for seminars as the considered it more honorable to do so, than other avenues.
  5. It is shown that 100% of the secretaries can be motivated towards in service training by attaching their promotions and even monetary reward to it.

5.3 Conclusion

From the main text of this paper, several conclusions may be drawn. The resuly from the survey shows that the in service training programme for secretaries in modern business organization in Enugu state, could include those areas suggested by the secretaries themselves, if they are develop professionally. Promotion and monetary reward more than any other thing else attracts secretaries to participate actively in in-service training programmes.
Acquisition of new skills and training in modern information technologies and granting of study leave are preferred by secretaries in modern business organizations in Enugu state. It is obvious from the above that secretaries have different need regarding their professional development. In this respect, any effort aimed at organizing effective and improved in service should entail carrying out an in-depth study about they felt needs of the secretaries so that their areas of inadequacies or weakness would be expertise.

It is hoped that the guidelines suggested in this study would prove valuable to personnel administrations planning and developing effective and improved in service training programme for secretaries in modern business organizations in Enugu state.

The researcher believes that if the suggested guidelines are implemented, professional development of secretaries in modern business organizations in Enugu state, would receive the much needed impetus which would not only benefit secretaries and their employers but also the entire business organizations at large.


5.4 Recommenadtions

As a result of the study, guidelines were suggested for making in service training more functional. The strategies / guidelines are as follows.

  1. For a more functional in service training, secretaries should be encourage to buy adequate literature on in service training of secretaries and read them to be current with professional information.
  2. Training should be organized and sponsored by the body organizing it.
  3. Secretaries should be granted study leave with full pay to enable them overcome the financial constraints.
  4. Secretaries should also be encouraged to acquire new and special skills, particularly in the new innovations in information technologies by giving them morale and financial support.
  5. In service training should always be carried out at a time suitable for the trainees.
  6. Promotions or increase in salaries should be given to deserving staff as reward after the training.
  7. Employers of labor should be intimated on the need to employ qualified secretaries to enhance efficient and professionalism.
  8. Experts in training programmes should also be consulted for butter and increased functionalities of the programme.
  9. The organizations should provide enough facilities for the training of the secretaries.

5.5 Suggestions for Further Study.

This study merely sets the stage for an improved functionality of in service training of secretaries in modern business organizations in Enugu state, the following areas are suggested.

  1. The role of in service training for secretaries
  2. The effect of in service training on secretaries
  3. The in service training needs of secretaries.

5.6 Limitations of the Study

Although, this study has completed the purpose it set to achieve. However, there was inadequate writing materials in the field of secretarial administration

This study involved a library research on books, magazines, journals, article on news papers etc.

The study is localized in some manufacturing industries in Enugu state. It will be difficult to generalize beyond these areas from the facts collected.


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