MODERN INFORMATION TECHNOLOGY AND TODAY’S SECRETARIES
DEEDENWII,
BARITURE NEELE
(ND,
D.CL)
debbyhorsafall143@gmail.com
School
of Management Sciences
Department
of Office Technology and Management
Kenule
Beeson Saro-Wiwa Polytechnic
P.M.B
20
Bori
ABSTRACT
The
study investigates modern information
technology and yesterday’s secretaries. The aim of the study was to examine how
modern information technology impact on today’s secretaries in business
organisation. Information technology involves the application of all aspect of the use
of computer, micro-electronic devices, and communication technology. The
research adopted a descriptive research design. The population of the study
consist of 80 secretaries in the ministry of education, out of 60 was drawn
from the population as the sample size of the study. Both
primary and secondary data were used to collect data. Structured
questionnaires and observations were used as the data collection tools for the
study. Purposive
sampling techniques were used for the study. Both
quantitative and qualitative data were gathered for the study using
questionnaires, interviews, field observation and documentary sources, after collating the
data from the questionnaires and interviews, the data were coded and fed into
SPSS 14.0 for Windows.
The researcher hopes to prove that the computer as part of the modern
information technology, in the form of word processor, personal computer,
electronic typewriter, tele-copies, fax machine, etc, does not displace the
secretary’s role but has come to enhance her performance on the jobs and
elimination of drudgery. Based on the study, it was found that modern
information technology affects the performance of secretaries yesterday because
of poor knowledge of modern information technologies in the organisation. However,
it is recommended that; organizations should
strive to provide the necessary modern technological facilities needed in the
organisation to ease the running of day-to-day business activities for
secretaries and secretaries should be given some training both practically and
theoretically for the efficient and effectiveness of their duties and functions
in IT.
Keywords: Modern Information Technology, Kinds of Information Technology
and Secretaries
INTRODUCTION
In the
past decades several changes have taken place in private and public offices
regarding the roles and functions of the secretary due to fast technological
advancement in all phases of human life especially in the office environment.
Most offices in today’s business world, be it government, industry or other
human endeavours, require facts and accurate information for quick
decision-making. The office worker, including the secretary, expects certain
support from the organization that he/she is employed.
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 secretary are photo-copy machines, duplicating machines, dictating
machines, printers, among others. 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 (Akpomi,
2003). Technological changes have
altered the procedures and techniques for office functions to include the
computers, electronic mail, voice mail, and the internet.
Information
technology (IT) is generally regarded as the fourth industrial revolution in
the world Adedoyin,
(2010). Indeed IT has become the gateway to the modern information skills and
orientation (ISO) which distinguish the world order. IT in secretarial field
can be understood as the application of digital gadget to all aspects of
secretarial duties. Within the context of secretarial profession, IT is
described as the combination of technology for collecting, storing, processing,
file management, diary keeping, communicating and delivering of information
relating to secretarial processes (Oladimeji 2003). The spread and efficiency
of IT is critical to the achievement of secretarial goal (Obanya 2002). IT
involves the application of all aspect of the use of computer, micro-electronic
devices, satellites and communication technology.
It
is an indisputable fact that there is at present a wide spread of technological
revolution in ways and means of rendering office services. For the fact that
secretaries are the backbone of business organizations, this revolution seems
to have affected them more than any other group. Yesterday’s secretaries are
therefore witnessing new changes and challenges in their jobs and
responsibilities (Agbatogu, 2011).
Today,
the secretary is expected to combine, in addition to his traditional role of
taking dictation, typing, keeping records and appointment, the responsibilities
of an office manager. More importantly, he should be versed on the operation
and efficient use of such modern information and communication equipment like
electronic (memory) typewriters, electronic notebooks, electronic filing system
that makes use of disc, word processors, fax machines, microfilm equipment,
tele-printers, computer etc (Alpar and Kim 1991).
Finally,
to prove how technological advancement have provided the secretary with the
necessary tools needed to have all her routine tasks performed automatically.
This leaves her free for more creative work which in turn increases individual
and collective productivity and promotes the best climate for maximum
efficiency. The main purpose of this is to investigate the effect of modern
information technology on yesterday’s secretary (Appah and Emeh 2012).
The
problems which the research work wished to find solution to are numerous. Some
of which are considered as hindrance to the effectiveness and effectiveness and
efficiency of modern information technology on the performance of secretary’s
in the office. The problems are as follows:
1.
The
issue of inadequately and ineffective use of modern information technology by
today’s secretary in business organisation.
2.
The
problem of inadequate modern information technology in business organization
3.
The
issue of non-trained today’s secretary’s working in the office.
However, the
efficiency and effectiveness of the secretary in every business organization
depends on the availability of office technologies as well as the skills and competencies
of the secretary. Modern business organizations have come to appreciate the
role and importance of the secretary as well as the need to providing the
needed and necessary office machines and equipment for the efficiency of the
secretarial functions.
The
efficiency and effectiveness of the secretary in every business organization
depends on the availability of office technologies as well as the skills and
competencies of the secretary. Modern organizations have come to appreciate the
role and importance of the secretary as well as the need to provide the
requisite and necessary office machines and equipment for the efficiency of the
secretarial functions. This study was conducted and guided by the following
objectives: to assess the impact of modern information technology on the
performance of today’s secretaries in business organizations; to ascertain the
kind of modern information technology available in the business organizations;
to examine the today’s secretary’s knowledge and the usage of
technology/equipment; and to assess the contribution of those technological
facilities to the performance of today’s secretaries.
The
pertinent questions emanating from those objectives which the study sought
answers to included the following: how does modern information technology
impact the performance of today’s secretaries in the business organization?;
What type of modern information technology is available and in use in the
organizations?; how does the today’s secretary’s knowledge in the operation of
the equipment affect the usage of the equipment concerned?; and how does the usage
of modern office technology contribute to the today’s secretary’s performance
and productivity?
The
secretary is the pivot of any efficient and dynamic organization and their
effective performance depend upon the office equipment, knowledge and skills of
the professional secretary.
LITERATURE REVIEW
Meaning of Information
Technology
Information technology refers to anything related to computing
technology, such as networking, hardware, software, the Internet, or the people
that work with these technologies. According to Dennis, (2007) IT can be defined
as the hardware, software, telecommunications, database management, and other
information- processing technologies
used to store, process, and deliver information. Information technology is
commonly used to assist managers with direct control over business functions,
personnel and other resources. As managers oversee resource coordination and
allocation, it can be difficult to coordinate business functions across various
projects. Information technology is one of the key innovations that are
frequently implemented to assist in this process (Hobday, 2000).
Peansupap and Walker (2005) maintain that IT is often implemented as it
is believed to facilitate communication, improve integration, and enhance
productivity and service delivery. IT can be defined as technologies that
enable recording, processing, retrieving and the transmission of information or
data. Herselman and Hay (2003), describe IT as technologies that support the
communication and co-operation of “human beings and their organizations” and
the “creation and exchange of knowledge. Furthermore, Yu (2010) considers IT as
a range of technologies that allow the gathering, exchange, retrieval,
processing, analysis and transmission of information. In order words, IT can be
described as any tool that facilitates communication, process and transmit
information and share knowledge through electronic means.
Function of Information Technology
Dulek, and Fielden (2009) the functions of information technology
are enormous to the organization and its workers performance cannot be over
emphasized. The basic functions include:
1. Increased
productivity: When a worker gets himself abreast with the latest happenings and
innovation in the business organization, his efficiency and effectiveness is
improved, resulting to increased productivity.
2. Prestigious status: When an office worker
gives himself over to hearing new things he simply makes himself have our edge
over others.
3. Conducive/pleasant
working environment: The use of modern machines like computers. Telephones, tax machines,
etc has drastically reduced the quantity of files, papers, cabinets in some
organizations, making them neat and pleasant.
4. Ease of
communication: When a worker is conversant with the modern communication gadgets e.g
telephone types to perform different functions, have good knowledge of e-mails,
internet, etc. Communicating with other workers and organization becomes very
easy.
5. Relevance and
promotion in the place of work: A worker who has taken time to develop himself
becomes very relevant and inevitable to his organizations. No organization
would want to lose such a worker and as a result, there is job security and of
course the chances of getting promoted are facilitated.
Importance of Information Technology
According to Kabari (2015), the following are the perceivable importance
of information technology;
1. Speed: Information technology
gadgets help a worker to calculate a whole lot faster than human beings.
Therefore, more work can be accomplished within the same number of working
hours.
2. Cost effectiveness: Information technology
has helped to computerize the business process thus streamlining businesses to
make them extremely cost effective money making machines.
3. Trade convenience: Internet is a great
place to post an advertisement for selling any product: as it accessed across
the globe, it is possible to receive quotations from other parts of the world.
4. Creation of new jobs:
It is true that information technology has made mechanical jobs
like that of a typist, redundant. But it is also true that new lines like
software engineer, hardware engineer, networking data analyst, etc have emerged
because of information technology. These jobs are more intellectually
propelling. Therefore, the staff is likely to experience greater job
satisfaction. However, nobody or modern business organization can deny that its
sectors has improved for better since the last decade or two, primarily because
of information and communication technology.
Impact of Information Technology
Edwin, (2008).Technology is impacted our society, secretaries. It has
permeated every aspect of the society and the secretaries which is part of the
society not left out, the continue innovations brought about by technology have
immensely affected office work and secretaries in the following areas.
1. Storage and Retrieving: Information can stored in several places in the
computer and other storage devices like the flash drive, diskettes, card reader
and other forms of records, these information storage facilities are so small
in size that they occupy little or no space in the office unlike the hundreds
of files filing cabinets, shelves etc. that would be needed to store the same
number of documents found in these storage devices.
2. Less Use of Our Brain: The office executive will find it less to use
their brain by using electronic mobiles gadgets such as cell phones packet
computer and electronic database to store familiar number and other facts,
thereby increasing our dependence on technology.
3. Filing of Documents: In time past,
documents and papers were found everywhere in office, today the number of
papers to be file is reduced. In the modern office, files and folders are
opened in computer where soft copies of a number of documents in hard copies,
filing the office with so much papers, files and folders.
4. Speed and Accuracy: There is increased speed in the time of completion of task or jobs.
Accuracy is also enhanced with the use of computer, calculators, photocopiers
etc.
5. Overall Increase
Productivity: According to Ahihan (2011) with the introduction of modern office
machine and techniques of work, productivity is enhanced business is moved from
one level to another and is becoming very competitive. The quality and quantity
of work done is on the increase.
Challenges of information Technology
There are numerous challenges to information technology. Such challenges
include the following:
v Crime against
computers and communication: These include that of hardware, software, time,
service and information. Therein also a crime of information destruction.
v Computer criminal: These are people who
use computer to commit crimes. A great number of persons who use computer to
commit crime are employees of organization, however few of them are outsides
known as hackers and crackers. The most common fraud committed by employee
using computer involves credit card, unauthorized access to confidential files,
unlawful copying of copywriter or licensed software. The use of information
stored in computer to seek revenge rights or wrongly done to them.
v Worms and viruses: Information and
communication technology Worms and viruses in our computer system is an area
which poses great challenges to modern business organization. These are a form
of high tech-maliciousness. There are about fifty-seven (57) thousand known
worms and viruses and researchers continue to discover between five hundred and
eight hundred new worms every month. A worm is program that copies itself
repeatedly into a computer memory or into a disk drive. A worm could copy
itself to an extent that it could cause the computer to crash. Viruses are
posed in two ways, either through sloppy disk, diskettes or flash. Secondly,
they could be posed through the internet, in downloaded files or the email.
v Administrative
problems: Apart from technological crimes and the challenges they pose, the management
of an organization faces administrative problems. These include:
1.
High cost of training
2.
Difficultly in dealing with lazy staff
3.
High cost of pay or remuneration
VARIOUS KINDS OF INFORMATION
TECHNOLOGY USED BY SECRETARIES:
Computer
Computer
is an electronic device that accepts information, stores and processes it
accurately at a higher speed. It is also one of the numerous and recent man
made inventions which apparently constitutes a positive step towards the
discovery of man laudable effort commonly referred to as technological
advancement. The computer is best described as a general purpose technology as
that of typewriter but, with musical equipment and calculators, has become one
of the vital yard sticks for measuring the technological sophistication of any
modern progressive society. The computer uses the microprocessor chip to
process data at an unpredictable high speed much higher or faster than any
imaginable human factor can do.
Facsimile Machine
This
is a machine used
to transmit a hand written
of typewriter message
from a business office on desk
-fax. A small desk-sized
machine that can
both send and receive
an exact copy. The message is
place on the cylinder of the machine and the outgoing button is pressed. An electronic eye
then scans the message
and flashed an exact copy of it to a
similar machine at the nearest high
speed telegrams by the same
process with equal
speed and simplicity.
Teletype
A
teletype is a typewriter like machine, which operate on the same principles as
a telephone except that the typewriter
rather than the spoken words is transmitted. Message typed on the
standard typewriter key board of a teletypewriter are transmitted and
reproduced as they are typed. Teletype equipment is often
used for communication
between offices of the
same firm and between
offices of different firms
when speed is
important factor and when
a written record of the
message is desired.
Electronic typewriter
This is basic
machine with an electronic
keyboard, daisy wheel, choice of
pitch and an automatic
error correction from a
small buffer memory. The
buffer memory varies depend
upon the type of electronic
type writer and ranges
from fifteen characters
to one line of type . the
operator does not
clear the memory because the
buffer memory clears
automatically, by retaining
only the section of type.
Telex machine
This
is a telegraphic method of passing printed to another by the teleprompter. The best advantages of this machine is that
the response can be received almost simultaneously as the message is been sent
and, such message is “confirm if message is well received” can be given an
answer received immediately.
World Processor
A
word processor is not a single machine but a collection of machine usually four
parts which can be seen, and the processing unit which cannot be seen. The words
processor performs much the same functions as a typewriter but, it offers a large number of very useful additional
features. Basically, a word processor
is a computer with keyboard for
entering text, a monitor for display purposes one or more disk
drives for storage of files produced by
applications and a printer to
provide the permanent output on paper. A word processor is really
nothing more than a computer system with a
special piece of software
to make it perform the required word processing
functions.
Internet (www, e-mail, search
engine, etc)
This is an intangible facility on
the computer. WWW stands for worldwide web and it is a collection of
information in multimedia form on the internet. This information is stored at
locations, called websites, in the form of web pages. Websites are an effective
way of distributing information, such as advertisements, technical information,
comments, ideas, etc. Other applications on the internet are chatting for
simultaneous communication between people and the use of a web camera for
seeing while chatting. Search engines like Google, yahoo, msn, etc. are used to
find information on the internet looking through millions of sources all over
the world
Teleconferencing
This facility, usually embedded in
the telephone technology, allows more than two people to communicate via phone
at the same time. This makes it possible for people in different cities to hold
meetings together.
Video Conferencing
This facility usually makes use of
the internet with or without the telephone and allows visual and speech
communication among several people at the same time. Like teleconferencing, it
enhances remote communication. For example, your colleague in America can
remotely participate in a meeting held in Ghana whereby he sees and hears
everybody who attends the meeting in Ghana as he makes his own contributions.
Scanner
This machine is used to convert
hard copy documents into soft copies to later be transmitted from one place to
the other via the internet. This format can include colors, unlike the typical
fax machine.
Printers and Photocopiers
Printers are used to convert our
documents from soft copy formats to hard copies and photocopiers are used to
make additional copies of such documents.
THE ESSENTIALS OF
QUALITY MODERN INFORMATION TECHNOLOGY TRAINING ON THE PRODUCTION OF
SECRETARIES’ PRODUCTIVITY
It
is interesting to note that for some
time secretarial functions have been greatly enhanced. This is as a result of
technological advancement that has continued to pervade the office world.
This
office technology has so far increased the efficiency of the secretary when
employed adequately. However, it has
been observed that, in spite of the countless number of modern technology, the
secretary in most quarters have not lived up to the required expectations. This
is where the need for quality training comes in.
TRAINING OF
SECRETARIES ON MODERN INFORMATION TECHNOLOGY
The
needs for adequate training of the
secretary on modern day information technology can be over emphasized. It
must be pointed here
that universities,
polytechnics and college
of education (private and public)
should realize the need
for giving secretary’s
adequate training. 88888888
In broad sense,
we know that the government policy makers
has not really though it worthwhile
to initiate a well
bounded on comprehensive
educational programs to train
and educate student
on automated equipments. Due to
the aforementioned approach
to training, the secretary ( a
fall the few or no hour spent on
the acquisition of the technological
advancement is not enough to propel on
to an enviable height of the pinnacle
of the ladder in the office environment.
Moreover, the short orientation,
the secretary underwent before
the commencement of her job is not okay, as she needs a reasonable amount of time to be able
to understand and work effectively with
the modern equipment (Aghenta 1982).
Training
of secretaries on modern equipment is no doubt (a shoot up) to boost her employment opportunities. Also the
security of job depends on their all- important factor (adequate
knowledge). We know that adequate
knowledge enhance speed,
which in turn trains about high productivity turnover, which will
also enhance her getting a
desirable job and will alleviate the problem of unemployment. Since most
organization employing secretaries experts who
have adequate operating practical knowledge of this equipment. The huge financial burden involved in both the purchase of the
equipments and the training of the operatives
is a big strain on the
organization itself furthermore,
we all know that
any secretary without the knowledge
of computer today cannot
work even in
the smallest offices.
Therefore,
it is very paramount for the government, universities, polytechnics
and other educational set ups to make it a necessity that
secretaries are adequately trained on
modern day automation, so that she
will have vast knowledge of these
equipment and progress as the world
develops in technological
advancement.
MODERN TECHNOLOGY, A
MOTIVATING FACTOR IN SECRETARY PROFESSION
Technology
as an aid to secretary ship:- technology
has brought about
machine and equipment that
help in alleviating
the problems encountered by secretaries in the course of their
office work (Hanna 1978).
The
secretary is also motivated to work
effectively through the use
of the electronic
type writer, was the
manual typewriter which has
been modified into
the secretary using his
or her physical
strength to manipulate the
machine, it become
easier for him
or her to work
comfortable without putting
much labour when
manipulating the machine.
She
work at ease and deletes automatically
any word or paragraphs without removing
and fixing back
paper through the
aid of electronic
machine. The machine has
the ability to store
documents or information
and thereby making
it possible for the
secretary to retrieve and
reprint any document
when the need arises.
With the telephone around
the secretary in her office,
she will have
to be more moved
to work because she
does not have
to be going up and down
in the office to meet
her boss. If
there is any visitor
or message she can
make it faster
to reach her boss without
leaving her seat
through the use telephone,
fax e.t.c.
With
modern equipment, the secretary
is moved to do
more work on
filling because of its
easy access to information and also
the amount of office floor
space is reduced.
Also, there is efficiency and
portability of files,
time and geographic transparency for
limited dependence on human
knowledge of filling
techniques.
SECRETARY
A secretary is a person,
whose work consists of supporting management, including executives, using a
variety of professional ethics and communication and organizational skills. Ezoem, (2005) defines secretary as a person who assists a
member of staff or top management level, and who undertakes a lot of
administrative tasks for the smooth running of the office. This definition was
confirmed by wikipedia (2008) where a secretary is seen as a person employed to
write orders, letters, dispatch public or private papers, records and the like,
an official scribe, one who attends to correspondence and transacts other
business for an association, a public body, or an individual.
Collins
English Dictionary (Complete and Unabridged 2003) defines a secretary as a person
who handles correspondence, keeps records and does general clerical work for an
individual, organization etc. For Mayer (2007) a secretary is an executive
assistant who possesses a mastery of office skills, demonstrates the ability to
assume responsibility with or without supervision, exercises initiatives and
judgment and makes decision within the scope of assigned authority. Armah
(2015) posits that in modern office technology, the role of the secretary is
crucial to the progress of an organization. This is buttressed by Akpomi and
Ordu (2009) who believe that the effective performance of the professional
secretary depends upon the office equipment, knowledge and skills of that
person.
A secretary is an
indispensable element in achieving organizational goals. He serves as a memory
bank in his organization, scrutinizes visitors so as to give the executive
enough time to do some other office activities, keep records so as to prevent
embracement and the lost of important document which could consequently have a
negative effect to the organization (Jaiyeola, 2007).
Need for Information Technology Skills by
Secretaries
Today,
it has become absolutely imperative for secretaries of secretarial studies
programmes to utilize their Information Technology skills to access internet
for current information which will equip graduates with competencies for self
reliance, self employment and less dependence on paid employment. Osuala, (2004)
opined that education in Nigeria today cannot be relevant without effective
preparation of new generation of pupils and students to effectively acquire
competencies in the use and operation of the new Information Technology (IT) in
their professional practices. It is
suffice to say, therefore, that for these generations of pupils and students to
acquire these competencies, the secretaries must first possess the skills, as
it is correct to say, that one cannot give what he does not possess. The secretaries must possess the Information
Technology skills and they are adequately being utilized before they can impart
to the students. Acquisition of the
skills is not enough but the utilization that is of great importance.
PROBLEMS ENCOUNTERED
BY SECRETARIES IN THE USE OF INFORMATION TECHNOLOGY
It
is interesting to note that for the time being, secretarial functions have been
easy. This is as a result of the technological advancement it has continued to
provide the office world with.
This
office technology has so far increased the efficiency of the secretary when
employed adequately. However, it has been observed that in spite of the
countless number of modern technology the secretary use in some quarter they
have not lined up to the required expectation. A number of factors could be
adduced to this problem. The problem encountered by secretaries can be
illustrated as the following:
v
Poor Training
programme:
It is evident that there has not been a time educational policy maker of this
country through its right to initiate a well bounded comprehensive educational
programme to educate or train the students on automated equipment, as a result
of this, poor or no equipment are used in schools that would have been the
foundation for technological advancement. The secretary is ill equipped for the
challenges ahead of her. Moreover, the short orientation the secretary
underwent before the commencement of her job, is not okay, as she needs a
reasonable amount of time to be able to understand and work effectively with
the modern technology equipment.
v
High Financial Burden: Most organization
before employing a secretary, would expect that she already has the knowledge
of how to use these modern technology equipment but is will be quite expensive
for the secretary to acquire this knowledge personally on the other hand, the
organization is not willing to train the secretary therefore, the secretary
faces the problem of either not being employed or being able to use these
technology to the best advantage.
v
Expensive to Maintain: Using this modern
equipment is very expensive to maintain as any fault is referred to a
professional in the field.
v
Break Down: These machines break
down easily as they are not as rugged as the manual types and this affect the
productivity of the secretary in an organization.
THEORETICAL FRAMEWORK
Labor
Process Theory
labor process theory as articulated by
Braverman (1974). The
theory, roughly, states that the basic purpose of introducing technology into
workplaces is to foster transference of skill from labor to capital, thereby
affording management greater control of the labor process. With the
transference of skill comes a loss of worker efficacy. The study intends to
establish a correlation between the existence of modern office equipments and
secretarial productivity.
Social Information Processing
Theory
The theory was
developed in 1992 by Joseph Waither (Asemah 2011). Social information
processing theory is an interpersonal communication theory which suggests that
online interpersonal relationship development might require more time to
develop than face-to-face relationships, but when developed, it has the same
influence as face-to-face communication. This means, the more students use
social media, the more they influence their disposition to studies, given the
fact that friends from social media will begin to exert influence on each
other.
EMPIRICAL FRAMEWORK
Buseni (2013).
In his study the effects of information and communication technology on the
performance of public sector secretaries’ in Bayelsa State, Nigeria. The
quality of secretaries available is a function of reliable and acceptable
reporting framework that will improve productivity in the public sector. This
can only be achieved through an effective and efficient human resource
development structure. To achieve the objective of the paper, primary and
secondary data were used. The primary data was obtained through a well
structured questionnaire administered to ninety five public sector secretaries’
in Bayelsa State and the data obtained were analysed with econometric models of
multiple regression and diagnostic test. The Cronbach’s alphas model was used
to verify the reliability of the instrument. The study found that the usage of
computer, telecommunication and video techniques positively and significantly
related to the productivity (performance) of public sector secretaries’ in
Bayelsa State, Nigeria. Based on these findings, the implications for human
resource development mechanism practice and recommendations were discussed.
Margaret,
and Pac, (2009) examine Modern office technology and the secretary’s
productivity in private business organizations. The study covered 40 randomly
selected modern business organisations within Port- Harcourt, Nigeria and it’s
environ. 40 secretaries were used for the study. 3 instruments namely the
modern office technology availability (MOTA), modern office technology and secretary’s
usage (MOTSU) and modern office technology and secretary’s productivity (MOTSP)
were developed and used for the study. Mean and Chi-square were used to analyse
the data collected. The findings of the study revealed the availability of
modern office technological gadgets in private business organizations, their
use by secretaries cause increase in productivity. Amongst others, it was
recommended that private business organizations should procure as many modern
office technological gadgets as are available in the market to ease the job of
secretaries to enable them increase their productivity.
Mumuni
and Sam (2014) investigate Modern Office Technology and the Performance of the
Professional Secretary in Contemporary Organisations in Ghana. To achieve these
objectives, both descriptive and non parametric analysis were employed in the
study. The non parametric technique used was correlation analysis. The
descriptive tools used were tables, means and standard deviations. Simple
random sampling was used to collect primary data. Both questionnaires and
interviews were used to collect data. The findings of the study revealed that
knowledge on use of office equipment contributed positively to productivity.
This is reinforced by the percentages, mean and standard deviations. It was
also established that office gadgets availability had no relationship with its
knowledge. The percentages, means and standard deviations also reinforce this
claim. The study thus recommends that training programmes on the use of modern
office equipment for secretaries should be embarked upon.
RESEARCH METHODOLOGY
This section outlines
the methodology adopted for the study. The techniques and the procedures used
in undertaking the study have are presented in this section. The chapter
therefore highlights on the research design, data requirements and sources,
data collection tools and methods, sampling techniques as well as data
processing employed for the research.
Research
Design and Approaches
A
research methodology is an overall approach to addressing a research problem
from the theoretical underpinning of the research to the collection, analysis
and interpretation of the data. It includes a variety of research methods that
can be used for collecting, analyzing, and interpreting the data, and
determining which specific research methods can be used and how these methods
can be used for adequately answering the research question in the research. However,
the study employed a descriptive survey. In general, a research methodology can
be considered as a framework for guiding the researcher towards accomplishing
the research objectives
Data Collection
In
conducting the research, both primary and secondary data were used. Relevant
literature was reviewed by the researcher from secondary sources such as books,
journals, internet among others to appreciate key concepts, issues and
components relating to secretarial practice. Gaps identified in the literature
review led to the collection of appropriate data through the primary data gathering.
Data collection from primary sources involved a field survey since it has the
capacity for generating data from a large number of people. The survey focused
on secretaries employed by the public sector and are placed at the Ministry of
Education, Head office.
Data Collection Tools
Structured
questionnaires and observations were used as the data collection tools for the
study. These instruments ensured a complete assessment and insight into the
dynamism of the issue understudy and its consequences. With regard to this, a
number of questions basically open-ended types were prepared and administered
through the use of purposive sampling technique. The open ended questions were
used to give unlimited room for the respondents to provide relevant responses
pertaining to the issue understudy.
Sampling and Sample Size Determination
A sample is a small
part of something intended as representative of the whole. Sampling is that
part of statistical practice concerned with the selection of an unbiased or random
subset of individual observations within a population of individuals intended
to yield some knowledge about the population of concern, especially for the
purposes of making predictions based on the sample frame.
In order to obtain a representative sample for the study, various
sampling techniques were used to select the respondents for the study. Notably
is the use of the Purposive sampling technique.
This technique took into consideration the wide range of employees from
different backgrounds and also years of experience on the job. Quota sampling
technique was used to assign quota to each of the respondent groups within the
ministry. The study employed a total of 60 respondents from the various
categories.
Data analysis
Both quantitative and
qualitative data were gathered for the study using questionnaires, interviews,
field observation and documentary sources. After collating the data from the
questionnaires and interviews, the data were coded and fed into SPSS 14.0 for Windows.
Analysis was undertaken to generate a descriptive picture of the data gathered.
Simple percentages and means (central tendencies) were used to analyze the
quantitative data obtained from questionnaire administration.
The
qualitative data from interviews conducted with all other categories of
respondents were analyzed manually by making summaries of the views of the
respondents is organized under themes derived from the data and the research
questions guided the entire investigation.
DATA
PRESENTATION AND ANALYSIS
The main aim of this chapter
is the presentation and analysis of data collected from the primary research.
The data for this study are presented in tabular form and are analyzed
subsequently. The analyses are done in line with the research questions and
objectives.
Basic
Data of Respondents
This aspect of the analysis
deals with the basic data of the respondents of the questionnaires. Eighty (80)
respondents were selected for this study using different sample methods. Below
is the data of the respondents;
Gender of Respondents
|
Gender/Sex of
respondents
|
|||||
|
|
|
Frequency
|
Percent
|
Percent
|
Cumulative Percent
|
|
Valid
|
Male
|
11
|
18.3
|
18.3
|
18.3
|
|
Female
|
49
|
81.7
|
81.7
|
100.0
|
|
|
Total
|
60
|
100.0
|
100.0
|
|
|
Source:
Field Data, 2019
The table above shows that
majority of the participants constituting about 82 % are female while the
remaining 18 % are male. This result is generally a fair idea of the formal
working population in the secretarial staff departments since most of the staff
are women.
Age of
the Respondents
|
Age of
respondents
|
||||||
|
|
|
Frequency
|
Percent
|
Valid Percent
|
Cumulative Percent
|
|
|
Valid
|
20-25
|
2
|
3.3
|
3.3
|
3.3
|
|
|
26-30
|
12
|
20
|
20
|
23.3
|
||
|
31-35
|
8
|
13.3
|
13.3
|
36.6
|
||
|
36-40
|
23
|
38.3
|
38.3
|
74.9
|
||
|
41-45
|
5
|
8.3
|
8.3
|
83.2
|
||
|
46-50
|
10
|
16.7
|
16.7
|
100.0
|
||
|
Total
|
60
|
100.0
|
100.0
|
|
||
Source:
Field Data, 2019
From the table above, the
dominant age of the respondents is between 36-40 years representing 38.3% of
the sample population. This is followed by ages 26-30 representing 20 %. The
lowest age group from the table is the ages 20-25 representing 3.3 %. The dominant
age group suggests a matured population whose views and opinions have been
shaped by years of experience with the subject matter.
Educational Background of
Respondents
|
|
|
Frequency
|
Percent
|
Valid Percent
|
Cumulative Percent
|
|
Valid
|
Second Cycle(
SSS, Commercial, Vocational)
|
15
|
25
|
25
|
25
|
|
Tertiary (
Univ./Poly )
|
45
|
75
|
75
|
100
|
|
|
Post Graduate
Professional
|
00
00
|
|
|
|
|
|
Total
|
60
|
100.0
|
100.0
|
|
Source:
Field Data, 2019
The sample population
reflects a fair level of education. 75 % of the respondents have obtained
tertiary level education and 25 % have secondary cycle level of education. With
this level of education, opinions and views provided by these respondents are
to be considered well reasoned.
List of Available Modern
office Equipments
|
Equipments
|
Response
|
|
|
Yes (%)
|
No (%)
|
|
|
1.
Electric
typewriters
2.
Pen
drives & CDS
3.
Personnel
computers
4.
Scanning
machines
5.
Photocopiers
6.
Electric
calculators
7.
Duplicating
machines
8.
Shredding
machines
9.
Franking
machines
10. Filling equipment
11. Telephone equipment
12. Video conferencing
tools
|
66.3
85
93
58
83.3
78.3
60
53.3
56.7
91.6
100
8.3
|
33.7
15
7
42
16.7
21.7
40
46.7
43.3
8.4
0
91.7
|
Field
data 2019
90% of the respondents also
opined that the listed equipments are vital to their performance and high
levels of productivity.
Level of
knowledge and usage of office equipments
|
Statements
|
Responses
(frequency)
|
|||
|
SA
|
AG
|
SD
|
DG
|
|
|
1. Electric typewriters
are faster and increase productivity
2.
Pen drives or CDS help the retention and storage of
information
3. Computers increase
speed and productivity
4. Scanning machines are
very important for efficiency
5. Copiers’ machines
help in time-saving
6. Electric calculators
make tasks easier.
7.
Duplicators make for cheap production of many copies
of documents
8.
Shredding machines are important for easy discarding
of unwanted documents and help office secrecy
9.
Need franking machines for ease of stamping many
documents
10. Filling/Equipment aid
safe keeping and easy retrieval of documents and information
11. Telephone makes
communication easy and reduces boredom
12. Video conferencing equipments
reduce the need for travelling for meetings
|
15
12
14
15
20
-
-
18
34
12
15
13
-
|
41
46
37
44
35
60
60
34
22
48
45
47
|
-
-
-
-
-
-
-
-
-
-
-
-
|
4
2
9
1
3
-
-
8
4
-
-
-
|
Field Data
2019
The respondents were asked to
express their opinion on the department’s level of productivity. The result as
shown on the diagram below indicates that the majority of the respondents
representing 36% opined that the department’s level of productivity could describe
as Good. This is keenly followed by those (34%) who describe the productivity
level to be Average. However, 5% of the respondents see the department’s
productivity level as poor. Considering the previous results it is fair to
conclude with the position of the majority that the productivity level is good.
CONCLUSION AND
RECOMMENDATIONS
CONCLUSION
In conclusion, information technology is the strength (heart) of modern
business organization. Without adopting information technology, businesses will
have serious limitations and consequences in the future and will imply the
danger of lagging behind socially and economically with all the implications
that this entails.
The results further
established that if the secretary is knowledgeable in the operation of modern
office technology it guarantees their optimum usage which inevitably affects
the secretary’s activities and output. This suggests that optimum use of modern
office technology/equipment depends on the level of knowledge and skills of the
secretary who operates the facility. Knowledgeable and skillful secretaries are
therefore prerequisites for deriving maximum benefit and value from office
technology/equipment. The performance of the secretary is enhanced since office
technology ensures that timelines are met and errors minimized, if not
completely eliminated, as far as document processing and records management are
concerned.
The study revealed further that
modern office technology/equipment contributes to the rise in productivity
levels of the organizations. It is not farfetched to infer from the foregoing
that office technology provides the secretary with additional opportunity for
automatic fine- tuning of concrete documents or transmission of information
devoid of ambiguities. Where the technology is effective, it may result in
saving the secretary from fatigue that may arise from excessive exertion of
physical and mental effort associated with performing secretarial duties
manually.
In summary, the results
established that effective performance of the professional secretary depends
upon the office equipment, knowledge and skills of that person.
The study further
shows that by using the information technology (IT) new techniques and tools by
secretaries in less time with profit. The new tools improve the business and
become more sober in the operations and their effect on competitiveness needed
to meet demands of clients (customers) since the industry perpetually
experiences the entry of new firms and organizations.
5.1 RECOMMENDATIONS
Based on the findings of this study, the following recommendations are
per.
1. Organizations should
strive to provide the necessary modern technological facilities needed in the
organisation to ease the running of day-to-day business activities for
secretaries.
2. Organizations should
reorient the information technology capability and communication linkage
identified in this study to increase the knowledge of secretaries.
3. Secretaries should be
given some training both practically and theoretically for the efficient and
effectiveness of their duties and functions in IT.
4. Both government and
private organizations should procure adequate modern office
technology/equipment to enhance the productivity of their secretaries.
5. Organizations should
involve the secretaries in deciding the kind of technological device they wish
to procure since the latter are going to use them.
6. Secretaries who lack
adequate knowledge and skill in the usage of modern office technology/equipment
should be retrained to fit into the current trend of technological advancement
for effective performance.
7. Generally secretaries
should undergo regular training on the usage of new technological gadgets in
order to enhance their skill and keep them abreast with the technological
dynamism in the 21st century.
ACKNOWLEDGEMENT
I
wish to express my profound gratitude to God Almighty, who gave me the grace of
health, favour and above all life to be able to carry this work to a successful
end. I immensely thank the
authors cited in this research work, which have been a source of information,
and have made this work a success. I am indebted to my late Mother Mrs
Deedenwii, Gift N. for her support, love, care, prayers, and her inspiration
that kept me going. I love you till eternity. I also thank my brothers and
sister.
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