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The Impacts of Typescripts on the Performance of Secretaries in Akanu Ibiam Federal Polytechnic Unwana

 

ABSTRACT

This study was carried out on the impacts of typescripts on the performance of secretaries in Akanu Ibiam federal polytechnic Unwana. This study attempted to identify the impacts of typescripts on the job performance of modern secretaries and to find out if secretaries without typescripts knowledge can be conveniently employed in a modern office.

The researcher used all the secretaries and some administrative staffs in Akanu Ibiam Federal Polytechnic Unwana which is 75 staffs as the population of the study. However, because of the smallest of the population size, the researcher used the entire population of secretariat for the study. the instrument used for data collection was a 20-item structured questionnaire called ECLOMSEC (impacts of typescripts on modern secretaries) which was prepared by the researcher. the researcher in order to get the needed result distributed questionnaire to some staff of the district secretariat which was the area of study of this project, and their responses were converted. the researcher was able to found out that there are some impacts of typescripts on modern secretaries which are speed and accuracy, neatness, easy edition, formatting and saving of documents. Also, that secretary without typescripts knowledge cannot be employed in a modern office. Furthermore, the researcher agreed that the major problem of secretaries is the fear that computer has come to replace them because they know fully well that without typescripts knowledge, they would not be able to do their work perfectly in a modern office. The researcher noticed that students are not taught word processing as a serious course and this has contributed to their failure in performing their job. It was as a result of these findings, the researcher suggested that every secretary should try hard to become computer literate by going for the training so as to secure gainful employment in a modern office.

 

CHAPTER ONE

INTRODUCTION

1.1       Background of the Study

In the past centuries, secretaries kept important documents or mails in their files or drawers. These files were kept in the filing cabinet or the storage facility which was in use for years. Some of these documents become too old and torn, it could get lost or the cabinet could not contain it any longer thereby leading to misfiling. Also, some other workers in the organization could take away important documents without the secretary’s knowledge.

Furthermore, stones and sticks were initially used as counting tools or machine before the industrial revolution. Charles Babbage who invented the first calculating machine foresaw the ineffectiveness of using the Abacus method of calculation. Computer came into existence with the help of the Harvard University coupled with the idea of Babbage with the experience gained from the use of punched cared machine. The first electric computer was built in 1944 and it was called the Electronic Numerical Integrator and calculator (ENIC).

Over the years, (during the 19th and 20th centuries) business officers have been undergoing the process of computerization in terms of installing computers and other modern equipment in pace of old and obsolete ones. This computerization process started in Europe after the industrial revolution and has since gone round the world including Nigeria, Akanu Ibiam Federal Polytechnic Unwana is no exception.

Secretaries are often the facilitators of numerous aspects of communications throughout a workplace environment. They will often act as a liaison for the local government secretariat or will manage calls like a receptionist. They also are usually tasked with the circulation of memos, agendas and other types of reports concerning the local government. During meetings, secretaries often keep track of the chairman and other people’s schedules and will many times be tasked with taking notes for the convenience of other people at the meeting. When resolutions are made, secretaries sometimes will also be tasked with seeing to make sure certain commitments are kept or agreed and actions are made. It is imperative to note that there are some impacts of typescripts on modern secretaries which are speed and accuracy, neatness, easy edition, formatting and saving of documents, to mention a few.

Knowing fully well that the major problem of secretaries in this modern age is the fear that computer has come to replace them because they know fully well that without typescripts knowledge, they would not be able to do their work perfectly in a modern office. It is also noticed that students are not taught word processing as a serious course and this has contributed to their failure in performing their job.

Considering the aforementioned and the demands on modern office therefore, and in order to meet up with this demand, secretaries has no option than to acquire the knowledge on computer. Moreover, the duties of modern secretaries in offices and the use of computer revolve round the secretariat for the achievement of organizational goals because a modern office that does not have this computer may not achieve their goals effectively. A modern secretary is a person who possesses a mastery of office skills who demonstrate the ability to assume responsibilities without supervision, who exercises initiatives and judgment and who make decisions within the scope of assigned authority with the knowledge of computers.

Today, most offices have been computerized and it is the secretaries that manipulate this equipment in the course of discharging their duties effectively. The question now is “To what extent does the use of computer affect the job performance of modern secretaries in terms of efficiency?” Quality of work done reduces mistakes in circulation and gives offices efficient cost, impact analysis that would be nearly impossible with manual operations. The impacts of the computer literate on the modern secretaries then become an issue of discussion.

Computerized technology is more powerful, more versatile and more flexible than the mechanical technology that the world has now outgrown. In the rapidly changing world where information technology and the electronic office is fast becoming a reality, secretaries cannot be pleased and rely on their basic office skills or secretarial training. Although skills and discipline will be necessary, the ability to be conversant with word processors, computer, desktop publishing equipment and computer application and future innovations will be an essential requirement. Introduction of computer technology improves the secretarial skills and experience. Office work is the area of business which has been most influenced by computer and microprocessor. Secretarial work requires the use of word processor, printer and monitors to control their operations and it also help artists, scientist, engineers, accountants, etc. computers are vital to the secretaries in their management systems and storage of information.

In spite of this computer age, some secretaries are still carrying out their duties manually without the aid of computers because they are completely ignorant of the usefulness of the computer. This research therefore is carried out in order to carefully identify how much typescripts can help modern secretaries and how it will affect their duties.

 

1.2       Statement of Problem

Since the introduction of computer into the business world, secretaries now find it difficult to cope with the latest development in micro age. Because there are many problems associated with the use of computer. According to Terry (1970:155) the problems associated with the use of computer is heavily with the cost of maintenance. The cost of repairing and maintaining computer are so high that most of them are dumped in the office making secretaries who are acquainted with them handicapped to tackle their job. Recurrent expenses in the form of cost of stationery, ink, training of staff and special pay for such staff are problems encounters in procuring computer, Onasanya (1990:248). He further said that computer reduces inefficiency on the part of the secretary, problems such as delay in production due to break down of the machines arises.

Also, modern secretaries without computer literate find it difficult to cope or perform their duties well in a modern office. Many modern offices now no longer employ any secretary without typescripts. Again, the old system of filing or storage has been phased out since the introduction of computers in to the business world. Some modern secretaries cling to the use of manual machine due to their ignorant of the usefulness of computer because of their lack of knowledge of it. Hence my interest in the study to identify the impacts of typescripts on modern secretaries.

1.3       Purpose of the study

The objectives of this study are to examine the impacts of typescripts on modern secretaries using Akanu Ibiam Federal Polytechnic Unwana as the case study.

Specifically, the study would:

  1. Identify the impacts of typescripts on the job performance of modern secretaries.
  2. Find out whether modern secretaries who are not computer literate can be employed in a modern office.

iii.       Identify whether the knowledge of computer facilitates the work of modern secretaries.

  1. Find out the importance of computer to modern secretaries and
  2. Find out whether the computer has come to replace the work of secretaries.

 

1.4       Research Questions

To achieve the above objectives, five research questions were formulated and the research will provide answers to the following research questions:

  1. Does the knowledge of computer facilitate the work of secretaries?
  2. What is the relevance of computer to modern secretaries?

iii.       Can modern secretaries who are not computer literate be employed in a modern office?

  1. What are the impacts of computers literacy on the job performance of modern secretaries?
  2. Has the introduction of computer come to replace the work of secretaries?

 

1.5       Scope of the study

This research is focused on an identification of the impacts of computers literacy on modern secretaries in Akanu Ibiam Federal Polytechnic Unwana.

 

1.6       Significance of the study

This study on the impacts of computer on the job performance of modern secretaries in modern office would be of benefit to businessmen, organization and Nigerian economy in particular.

This study is significant in that it will help modern secretaries to know whether computer literate is important in performing their jobs. This is to minimize and where possible to eliminate computer ignorance on the side of secretaries, workers and nature itself.

It would also help to clear the argument on whether the introduction of computer will make modern secretaries jobless or not. Many secretaries now bear it at the back of their mind that the only reason of introducing computer into our business is to chase them away from their normal position in the office.

On the side of employers, the notable significance is to inform the employers on the category of secretaries to organizations will equally enjoy this research since it will help them to know, choose or employ qualified secretaries in their organizations.

The secretaries are said to be the life wire of any organization or business. When the secretaries and their employers are happy, the business itself will be invariably happy. The position of secretaries in office affair is a function of the world position in office line. Therefore, the world as a whole is a beneficiary of the study.

Finally, this study is immensely significant, primarily with the respect to the fact that it constitutes a major requirement to the conferment of the National Diploma in Office Technology and Management (OTM) on the writer. The study will be beneficial to those who need the information for literature enrichment of the subject such as director, managers, secretaries and those interested in secretarial information.

 

1.8       Definition of terms

  1. Identification: An act of determining the properties of something, usually by research.
  2. Impact: Means a change that somebody or something courses in somebody or something is a change which is as a result or consequences of an action or other cause.

iii.       Computer: An electronic device or machine that can store information and do things with it according to a set of instruction.

  1. Literature: the ability to read and write.
  2. Modern Secretary: An Officer of a society or organization, who deals with correspondences, organizes official meetings and event and has skills and knowledge on modern office equipment.

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