| Content | DIFFICULTIES ENCOUNTERED BY SECRETARIES IN OPERATING A COMPUTER
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
Oparah (2003) described a computer as an electronic device that is capable of solving problems by accepting data, performing prescribed operating on the data accepted and supplying the results of those operations. In other words, computer is an electronic device, which can accept data, process the data and produce results / information automatically under program control.
Eyitayo, et al (2007), described computer as any machine or device which, under the control of a stored program, can accept data in a prescribed from, process the data and supply the results as information in a specified form.
Ahukannah (2003) stated that the computer is now doing the function of manual and electronic typewriters and other official work much better. Therefore, an office that has a computer it has no need for a manual or electronic type writer and other official works under normal circumstances.
Ohakwe (2002) advised that attempt should be made to look at the office. Furthermore, the secretary’s works dynamics environment packed full with conflicting situations and instruction so much that no two days are exactly the same. The conflicting decisions and instruction crop up all the time demand or needs prompt attention and decision secretary is a vital person in the administrative machinery that working with an out-modeled and un-serviced computers can make the job unattractive and the secretary unproductive and inefficient. It is hoped that at the end of the this study, it will provide or identify the problems encountered by secretaries in operating computers.
1.2 STATEMENT OF THE PROBLEM
Although the main purpose of computerization is to increase office productivity and quality of products, these significant transformations may involve an element of risj to the secretary as well as effecting her performance. The secretary has to be aware and prepared for these. Ahukannah (2000) stated that the cause of one of the problem militating against automation of office, many firms that could use automated system effectively may not have the resources that mach their demands. Inadequate training and skills requirement is another problem associated functions well in environment where electricity supply is constant. Generators ought to be provided but the cost is much and not every organization that are willing or desire can afford the amount for it. Due to availability of various types and models of computer in the market, one finds it difficult to make a choice. One of the factors in choosing computer is the type of work for which it is needed for.
1.3 PURPOSE OF THE STUDY
The major purpose of this study is to identify the difficulties encountered by secretaries in operating computer. Specifically, the study attempt to.
Identify the problem of inadequate training and skills required in computer operation.
Identify and examine the problem of power supply.
Identify the problem of lack of knowledge of the computer.
Find out if there are difficulties in the carrying out routine maintenance.
Determine the difficulties in connecting the part of the computers.
Evaluate problem in controlling and managing viruses in the computer
1.4 RESEARCH QUESTIONS
The research question are:
What are the training skill required in computer operations.
What are the problem of power supply.
What is the knowledge required by secretaries in the computer.
What are the difficulties for the secretaries in carrying out routine maintenance.
What are the difficulties in controlling and managing viruses in the computer.
1.5 SIGNIFICANCE OF THE STUDY
The result of this study will help all student secretaries to identify some problem facing them in handing computers. It will also explain how important secretaries are in an organization and also that many unique things secretaries, that is, their strongly believed that after going through this study, it will serve as a useful tool as it will be informative and educative to prospective students secretaries and all practicing secretaries at large.
1.6 SCOPE OF THE STUDY
This study tends to look at the difficulties encountered be secretaries in operating a compute and also fine the necessary solution to the problem so far. | CHAPTER ONE
1.0 INTRODUCTION
This Secretary has gone a long way in the business world. This profession is not a new one in Nigeria today and occupied a very unique position in our business officers over the years.
The secretary is a person who works in an organization, hand with someone who regards as ?Boss?. Also, the duties of a secretaries are diverse in nature numerous as regard public enterprises. It is not uncommon to refers secretaries as the ?backbone? of the various institution where they work at any point in time.
Therefore, Nigeria being a developing country, in terms of economy, inevitably, needs the service of secretary in his/her institution for smooth and growth of it. This is primarily because a secretary is the first point of contact on getting to an organization and has the first chance to create a good impression to any visitor who needs the intention of his/ her boss.
In addition, the secretary?s work course a variety of jobs ranging from performing secretaries only perform secretarial work in the office, but it is important to note that their work caries according to the kind of product or services rendered by the firm serve.
A secretary can also be described as a highly placed staff whose responsibilities include the preparation and filling of correspondence, the presentation of the executive on concise forums a neat package, everything that may be needed for each report of other items of want in is daily routine, the organization of meeting including the preparation or agenda, their distribution to those concerned the seating in the meeting room, the minutes of meeting and the following of decision deliberation of he meeting.
1.1 HISTORICAL INFORMATION ON THE POLYTECHNIC IBADAN
An institution that used for this case study, the polytechnic, Ibadan was established in 1970 as a successor to the erstwhile Technical College, Ibadan under the provisions of a principle edit citied as the polytechnic Ibadan Edict 1970. This Edict has under gone several amendments on order to make the polytechnic relevant to present day needs of Oyo State, the proprietor in particular and Nigeria in general.
The primary functions of the polytechnic is to provide for students, training, development of techniques in Applied Science, Engineering science and commerce. The polytechnic has been making valuable contributions to the social and development of the country over the years, The Polytechnic has also produced high level man power in some areas such as urban and regional planning Mass Communication etc. the primary focus of the polytechnic is training that practical oriental, most especially in an area of secretary ship. The institution has been performing this function creditably well for almost thirty years, the graduates of the polytechnic, Ibadan are found in all areas endeavor all over the and even outside the country. In fact most of the institutions throughout the world because an institution can not leaden out the employment of secretaries to improve. Its to day activities and thereby faster it growth.
By the amendment of the principal edict of the polytechnic, which come into force on the 17th March, 1987, four satellite campuses of the polytechnic were created. They look off during,1981/82 session and sited at Eruwa, Saki, Iree and Esa oke. A director who is responsible to Rector for the administration and discipline of the campus at ire and Esa Oke has become the property of osun state Government. Since 1975/76 academic session, the polytechnic, Ibadan has been operating on faculty system for easier work. Coordination and management. At present, there are six faculties name: Engineering, Science, Environmental studies, financial and Management studies, Business Studies and Diploma programmes. The student enrolment of the institution has continued to grow. During the 1997/98 session population was about 19,000.
13. STATEMENT OF THE PROBLEM
It is quite known that some of the members of the members of this institution today refers to the studies who take up Office technology and Management as a course, having no future.
This can be future said that people in the profession took up the course, because they were dropouts and unintelligent and that the people who studies the could not cope with their chosen careers, and therefore, had to takes up secretarial profession.
In addition, an averagely, educated member of the institution who intends to refers to a role of secretary uses the world ?Typist? for a secretary and vise versa. The two professions are different from others but it seems to perform the same tasks and functions.
On the other hand , the researcher of this project endeavors to differentiate between the secretary and the typist, and their duties and tasks as well.
Moreover, the secretary?s duties in a lot of easy different from that of the typist, as his task in an institution.
1.4. DEFINITION OF TERMS
BACKBONE: the chief support of an institution boss is an executive with the secretary works with.
TYPIST : - Is the person deals with typing jobs
TYPING: - This involves the use of typewriter
ROLES: - these are the tasks and responsibilities which secretary assume in an organization by the confident secretary.
SHE/HE: - This has been used to confidential secretary in this project.
STENOGRAPHER: - A secretary who transcribes shorthand into longhand.
1.5 PURPOSE OF THE STUDY
This study broadens the knowledge of most people especially those carrying out
business functions in an institution in the roles of secretaries. In the following
areas.
i. That due to the abuse on employment as some private organization or
institution , utilization of unqualified and ill-equipped personal to perform the roles of
secretary?s functions, their functioning have been trading.
ii. Ability to take responsibilities it is probably that this quality distinguishes the private
secretary form the shorthand typist who is concerned mainly with the routine work of an
office, but it is not as a rule expected to take responsibilities.
iii. To correct the wrong image to a secretary and as certain the rightful position it in the
society.
1.6 LIMITATION OF THE STUDY
The scope of this study is limited to some institution and the general roles of secretary.
Other institution may even have better prospects, which therefore will change the roles of secretary in which institutions.
1.7 SIGNIFICANCE OF THE STUDY
The significance of the study is exceptionally based on the roles secretary in an institution. Their duties embrace a lot of works ranging from supervising the day to day activities within the institution attending meetings on behalf of the institution and taking proper records of all the meetings.
This research project would therefore.
i. Examine the different roles of secretary in an institution.
ii. Identify the roles of secretaries and how these roles can be carried out
iii. Being enlightenment to people who have the belief that secretaries are just messengers in the offices.
iv. To enable the secretary to contribute the economic development of Nigeria.
v. To enable the boss to realize other important roles of the secretary. | CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND TO THE STUDY
In recent times, there is the observation that males are dropping out of secretarial profession. A critical look at this statement reveals that the secretarial profession is being dominated by females in recent years. The sole aim of every organization is its survival and continuous profitability. As a result of this, employers of labor are making conscious efforts to ensure that organization chavel high caliber of employees who will contribute vigorously to the achievement of the organizational goals and those that are portray good image of the organization. Considering numerous and sensitive nature of secretarial profession, there is need for balanced labor force to save the employers from the problem of whom to employ and whom not to employ. In the past, secretarial profession was perceived to be for females only and that males who engage in it do so as a last resort. Some have impression that secretaries are females who took down notes and correspondence like shorthand and transcribe on the typewriter for male executives or managers. A female manager organize and run small offices for their male employers, they carry out all office jobs ranging from hiring junior staff keeping cash book and arranging for the day- to- day office routines. They are also regarded as a mediator between the channel of communication between their employers and the rest of the staff with constant demand on their ability. Furthermore, they are expected to tactful, loyal, efficient and discrete and maintain confidentiality. They are expected to put in all their energies and enthusiasm to their employer?s interest, protecting him from undesirable demand and interruptions. This assumption about secretaries in the past as ?female who run office for male employers or boss? is not the case these days. Recent analysis has shown that the advancement of Office Technology and Management profession was expanded and this is becoming more complex and challenging the roles of secretaries have increased tremendously to include other functions which are of great importance to any organization these made it possible for male to engage in the profession not as a last resort once more. At least in out of five secretaries two are males.
National Secretarial Association of the United State of America defines a secretary as an executive assistance, posing a good mastery of office skills and ability to assume responsibilities without direct supervision, display initiative exercises judgment and make decision within the scope of his/her authority.
Harding (1988) went further to define a secretary as ?one who provides a full range of management support which calls upon in a variety of skills and abilities that would certainly not be prerequisite office staff generally?. In these definitions, we see that secretary is an important officer in any establishment his works has even become more technical especially the advent of computers and other machines
1.2 STATEMENT OF THE PROBLEM
Today, it is observe that many employers, of labor prefer female secretaries to their male counterparts, reason for this have not been attributed to the non- performance of male secretaries but as a result of the fault that female secretaries are more useful in other areas than official duties. Also, male secretaries are perceived to be more assertive than female secretaries and such formed opinion that they will not be submissive to contributed authorities. The issue of down-turn in male students enrolment in secretarial studies department is reaching an alarming properties as industries employ more female secretaries this among others problems gave rise to this topic generally, the problem include that?.
1. It is not known whether parents no longer afford to support their male children financially once they got close to adulthood.
2. It is today a saying that male are becoming impatient with the unemployment status of the male graduates in the society. This gives us a serious concern.
3. We do not know why employers of labor prefer female secretaries to their male counterparts.
4. Some argue that the pronoun ?she? used to mean every category of secretarial profession is meant for females, the male students might be therefore feeling that there is no future to look forward to in the profession.
1.3 PURPOSE OF THE STUDY
The major purpose of this study is to investigate the factors responsible for down-turn in male student?s enrolment in Office Technology and Management department especially the study seeks to
1. To find out the causes of decline in male student?s enrolment in Office Technology band Management Department.
2. To ascertain the altitude of male towards Office Technology and Management program.
3. To determine if the image of technology and management studies is poor in the society.
4. To identify if male secretarial students graduate do not secure employment easily.
1.4 SIGNIFICANCE OF THE STUDY
The significance of this study cannot be over emphasized, the study can be parameter to check the incessant exist of male student?s enrolment from Office Technology and Management Studies.
1 The studies will re- awake interest of male students? enrolment in the study of Office Technology and Management Studies.
2 The study will proffer solution on how to tackle the imbalance supply of quality secretarial staff for our industrial growth particularly now that secretarial functions are very challenging.
3 Furthermore, the outcome of this study will serve as reference for students of Office Technology and Management Studies and lecturers who wish to gain more knowledge on this subjects.
1.5 RESEARCH QUESTIONS
1 What are the sources of down-turn in male student?s enrolment in Office Technology and Management studies Department?
2 To what extent is the image of secretarial studies poor in the society?
3 What are the altitudes of males towards Office Technology and Management studies programme?
4 To what extent do male secretarial graduate secure employment?
1.6 SCOPE OF THE STUDY
The study of the down-turn in male students? enrollment in Office Technology and Management studies department is such that would have taken the researcher too many higher institutions and some organizations but as a result of financial constants. | CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
The use of modern office equipment is inevitable to offices in this modern era- until the 15th century before the advent of typewriters, publication of business documents was a difficult job and bored mostly to secretaries because everything has to be handwritten.
With time and technological growth, business organizations witnessed information overload due to over increasing commercial transactions. Business therefore, needs technology to turn out words effectively, efficiently and continuously.
These days, the world of work is changing fast, as we approach the new millennium modern equipment are fast replacing manual machines in the workplace, computer automated machines have gradually taken the work of men. With the level of sophistication and cut throat competition in our society, nobody is resting on their oars in the new technological age.
Before now, most employers of labour needed all kinds of categories of workers. Some were trained on the job, while others came as experts. In the factories, people were employed in their thousands to do all kinds of jobs. Production machines, acquired long age, took time to warm up for use while workers took their turn in churning out the large number of workforce.
Most management, employers of labour are of the view that the introduction of high technology to the workplace has made the work easier, faster, saves time and cost, especially on overhead, better than employing a multitude with no result.
Again, with the introduction of new technologies, business men have been saved from carrying huge sums of money all over the place, the advent of electronic fund transfer is a pointer to this topic.
The use of internet, E-mail, pagers, digitized telephone services, mobile phones, answering machines have made the job of executive, top managers less cumbersome and communication gap has been bridged with the popularization of these gadgets. Business and transactions can be discussed through these services.
Even in terms of society for the workplace it is common feature in some big organization to mount circuit television, to monitor movement of people. Big time executive also use close circuit television to wade off intruders and those they donÕt want to see, with this, productivity is thus enhanced.
Brief History of Nigerian National Petroleum Corporation (NNPC) Enugu Depot
NNPC (Nigerian National Petroleum Corporation) depot Enugu is located at Emene `in Enugu East local government of Enugu state. Commissioned on 25th August, 1979 by the military Administration of the then Anambra state Col. D.S Abubakar.
It has a total capacity of 12 million liters of petroleum products. It has only three by products in stock which include Premium Motor Sprit (PMS) otherwise called petrol, Dual Purpose Kerosene (DPK) and Automobile Gas Oil (AGO) ago or diesel for onward distribution to her customers the oil marketing companies.
Enugu depot has a total number of six departments namely: Administrative, sales, security, accounts operation and safely departments with a total workforce of 250 workers. Each department is managed by the head of such department who equally reports to the depot manager who is the overall boss.
1.2 Statement of the Problem
In a developing country like Nigeria, the use of modern office equipment in the office is still minimal because they lack the technical know how to put the one their disposal to good use. Lack of stilled manpower to update and maintain already acquired machines. Besides, constant power failure from the public electricity supply has not helped matters in any way.
More over, some office worker especially secretaries sees the technological improvement as a challenge and also as threat to their job. These problems and anxiety in the minds of office workers, is likely to lead to a drastic reduction in production in most office.
Finally, this situation calls for serious policies by management dealing with the problem, which psychologically destroys the mental and emotional state of workers.
1.3 Purpose of the Study
For every act, there must be a reason and in light of this, the purposes of this study are:
1. To discover what office equipment is all about.
2. To identify the contributions of modern office equipment on the success of business organization.
3. To examine the training needed for the operation of these office equipments.
4. To identify how to maintain them in the office.
5. To discover the problems associated with the use of these equipments.
1.4 Research Question
1. What is office equipment all about?
2. Do these modern office equipments actually have any contribution on the success of business organization?
3. Do the operation of these modern equipments need any training program?
4. Do these modern office equipments require proper maintence?
5. Is there any problem associated with the use of these modern equipments?
1.5 Significance of the Study
The significance of this study Òmodern office equipments and their contributions to the success of a business organization, a case study of NNPC Enugu depotÓ is that it will create awareness as well provide information on the roles these modern office equipment plays in seeing that NNPC Enugu depot achieve their goals and also meet up the standard. It is also recommended to the society in general and whosoever wishes to achieve efficiency on prudent.
1.6 Scope of the Study
The researcher is concerned with the contributions of modern office equipments to the success of business organization with particular reference to Nigerian National Petroleum Corporation (NNPC) Enugu depot in Enugu east local government area in Enugu state.
1.7 Definition of Terms
? Office: it is a place /room /building where clerical duties are carried out.
? Modern: involving up-to-date techniques or equipment. it is also refers as most recent or current
? Equipment: the tools / items needed for a particular purpose. In order words, it also means things that are needed to carry out work / job in the office; it could be electrical or manual.
? Researcher: person that carry out the piece of work.
? Accuracy: error free presentation.
? Machine: a device with an electrical power attached to it used in office production.
? Crude/Manual: equipment that require physical exertion of energy to operate.
? Efficiency: prompt delivering of jobs.
? Business: knowledge of commercial procedures i.e. buying and selling.
? Operation: the manner in which business is carried out.
? Production: output, increase in manpower.
? NNPC: Nigerian National Petroleum Corporation
?
CHAPTE | CHAPTER ONE
1.2 Background Of The Study
For a very long time in the history of this University, staff welfare problems have not been given adequate attention by the management. In the early 70s, the employees of this University did not bother the administration much about their welfare as the attention of all and sundry was on reconstruction and rehabilitation of the infrastructural facilities destroyed during the civil war. Moreover, the only staff Union strongly in operation on the campus by then was the Non-Academic Staff Union (NASU). The workers were not properly conscious of their rights to some statutory welfare programmes. There was no categorization of staff Unions to fight for their respective categories of workers as it is today.
In the 80s, the Non-Academic Staff Union (NASU) faced the administration squarely for any of the rights of the workers that was not met. Within the period, the Bursar would always run out of the office for his dear life whenever NASU came up with her angry members demanding one welfare programme or the other. In the early 80s, the Acting Bursar?s car was raised up by an angry mop and turned upside down with some virgin palm leaves tied on the car. That was in protest against non-payment of salaries and allowances as and when due by the then acting Bursar.
By then, the Bursar was always held responsible for any lapses on staff welfare as he was in practice, the financial controller in the institution. Later in 80s, other
Unions saw that NASU alone could not fight for them and started going into agreement with the Federal Government of Nigeria on the welfare of their respective members. These Unions became highly aggrieved by the non-payment of some allowances approved for them by the government in 1991. However, Udeala (1993: 5-8) in his report to the newly elected University Council at its inaugural meeting on December 16, reported as follows:
?The administration has, during the year, paid all the allowances stipulated in the agreement between the government and various Unions in the University. The meal subsidy will be paid when NUC make funds available?
Discussing the state of staff residential houses on the campus in the report, he explained that:
Over the years, staff houses have suffered neglect because of lack of fund. Some of the houses are in such a state that are not befitting for any staff.
On fund problems, he had this to day:
For quite a long time, no financial allocation for purchase of drugs was made to the University Medical Centre. The conditions of services in the University include free medical treatment. The economic situation in the country and the astronomical increase in prices of drugs have made this policy unrealizable.
The same questions would go to the University administration about housing loan because the loan was only once granted to a few staff that had not more than three years to retire from serve. This was the situation before the arrival of the Sole Administrator in 1995. That was why in his address at the4 meeting of the
Administration and the Executive Secretary of the National Universities Commission
(NUC) Gomwalk (1997: 5-6) discussed staff problems and their implications on the performance of such staff saying that:
Staff development is not being pursued with the desired vigour due to lack of funds. For staff on seat, moral is low because of the lack of facilities for teaching and research ? Many staff have not the opportunity to attend academic conferences or get sponsored research. Staff development has considerably slowed down ?
All these problems lead to staff disenchantment and frustration. The result of all these problems was crisis everywhere on the campus. This moved Gomwalk (1997, 3) to comment thus:
The University of Nigeria is not only the oldest indigenous University in the country, it is also one of the largest and one of those expected to hold on the greatest hope for the country. In recent years, however, it has become the most crises ridden and seems to remain the most crises prone.
After making the above comments, Gomwalk regretted the suffering of workers as some stagnated for between 5 and 15 years of active service on their positions without promotions. The diminutive status of many of the employees of the University pushed his administration to approve double promotions to the stagnating staff that merited it. He did that to motivate such staff towards improved productivity.
Faced with the problems of fund which he described as the root of the incessant crises in the University, the Vice Chancellor prepared a 14 paged position paper to the Federal Government on the special needs of the University. In them paper, Mbanefoh (2000:14) made it pointedly clear that:
Poor funding is at the root of incessant crisis in the University. The abundant human resources in the University need the motivation which a special funding will promote. A situation where recurrent grant from the government hardly pays salaries and allowances let alone leave something for goods and services is a recipe for crisis.
One is really not certain from the above, which is to blame about the inability of the University administration to meet even the statutory welfare of her employees talk less of initiating some highly motivating welfare programmes.
Should we blame the Administration, the Government or who? This is why the researcher embarks on this study.
1.2 Statement of the Problem:
Ajileye (1992: 154) highlighted the importance of the welfare of employees when he wrote that:
Since, irrespective of its capital and knowledge, an organization depends for its success on its human resources, the more satisfied the employees? needs, the more willing the employees are to put in efforts that get the job done? good welfare services are capable of attracting and retaining the right caliber or employees for an organization?s operations.
The careers of the employees are at the mercy of the management. They live in fear of job insecurity because instead the administration will carry out a research on the type of welfare programmes they can fund; they specialize in threatening to retrench the workers whenever they demand very seriously the statutory welfare which they see as a right and not privilege. Yet the same management looks on these employees to generate the type of human resources that will lead the nation to greatness educationally, economically, culturally, technologically and politically. This is why the few major staff Unions on the campus is usually on industrial dispute with the management at one time or the other. At times, their strike action will last far more than four weeks and hardly does any session pass without twice or more such strike actions.
Based on the above stance of the management of the University, we now pose the following questions:
1. Why has the University management been unable to appreciate the need for workable welfare programme for the employees?
2. To what extent is fund problem responsible for non-availability of appreciable welfare schemes for the University Of Ibadan?
3. Are there possible solutions to the problems of employees? welfare programme in the University Of Ibadan?
1.3 Purpose Of The Study
This study tends to:
1. To give an empirical analysis of what actually motivate workers to performance in their duties.
2. To examine the relationship between staff welfare and organizational productivity.
3. To examine how staff welfare affect staff?s emotion at workplace.
4. To examine the impact of staff welfare on both the staff and the organization herself.
5. To find out whether good staff welfare package is the best form of motivating staff to perform.
1.4 Objectives Of The Study
The study primarily examines the effect of staff welfare on job performance in organizations particularly in University of Ibadan.
The study is therefore limited to the issue of staff welfare and how it increases job performance and how it impacts the organization at large. The study area in which data were gathered is University of Ibadan.
1.5 Research Question
1. Is the welfare scheme adequate enough for workers in your organization?
2. Is the level of employees? motivation as a result of staff welfare scheme high?
3. Has this scheme any relationship with staff performance?
4. Has this scheme any relationship with employees? motivation in University of Ibadan
1.6 Scope of the Study
This research work focuses particularly on the good office management and staff welfare and organizational productivity using University of Ibadan as a case study.
1.7 Limitations of the Study:
Some of the responses from our respondents are subjective and this places great limitation to this study. Hence, the human element in investigative situations like the responses from these respondents cannot be completely avoided. Closely related to the above is the disposition of some high level management staff and heads of departments and units whom we interviewed. There is the possibility that, in a bid to protect their positions and their units, they keep away vital information from us. Such official dispositions are not unusual in a country like ours where selfless service is seen as an abomination and corruption conversely is a norm.
Additionally, some of our respondents are not sufficiently literate to work on our questionnaire without help. The presences of the researcher or whoever interpreted the questions and the possible responses for them may have in one way or the other affected their responses.
Moreover, the study is supposed to cover all the management staff and all the employees of all categories numbering. The fact that we randomly selected our respondents places some limitations on this study.
1.8 Definition Of Terms
Some the terms used in this research study may not be represented in the literature or universal meanings it is therefore imperative to explain the contextual meaning of some of the words used to guard against ambiguity but pare way for conciseness. Meanwhile, the terms are professional in nature.
MOTIVATION
Motivation is a factor which make an employee to participate to action, it is referred to as those factors which arose employee to action and could be measured by identifying various needs of the individuals workers and how such needs influences the behavior of the workers in the work situation in an organization.
SATISFACTION
This is employee?s contentment about his satisfaction; it could be defined subjectively as the job reward which employee derives from the work situation done effectively. Satisfaction could be measured in terms of difference between what the employee expects from the service he or she referred to the organization and what he or she actually derives.
INCENTIVES
These are inducements given to an employee of an organization for the purpose of carrying out organizational objectives. It could be measured by the amount of inducement which workers get from the organization and the extent to which such inducement enhances their performances.
MANAGEMENT
Doing things using the instrument ties of other people. It is also the process combining and utilizing or allocating organizational resource by planning, organization directing, and controlling for the purpose of achieving organization objectives.
DECISION MAKING
This is the process whereby solutions are pointed to the problem in the organizations, decision making is concerned with the formulation of policies guiding or governing the running of an organization.
EMPLOYEE WELFARE SCHEME
In this study employees welfare scheme is also variously known as the employees welfare services. Employee scheme, the fringe benefits, which the employee receives from the organization besides his pay or salary.
1.9 Historical Background of U.I
Established 68 years ago, the University of Ibadan, UI as it is fondly referred to, is the first University in Nigeria. Until 1962 when it became a full-fledged independent University, it was a College of the University of London in a special relationship scheme. The University, which took off with academic programmes in Arts, Science and Medicine, is now a comprehensive citadel of learning with academic programmes in thirteen Faculties namely, Arts, Science, Basic Medical Sciences, Clinical Sciences, Agriculture and Forestry, the Social Sciences, Education, Veterinary Medicine, Pharmacy, Technology, Law, Public Health and Dentistry. The Faculties of the Basic Medical Sciences, Clinical Sciences, Public Health and Dentistry are organized as a College of Medicine. The University has other academic units among which are: Institute of Child Health, Institute of Education, Institute of African Studies, Centre for Child Adolescent and Mental Health, etc.
Today, the University is consistently ranked among the prestigious Universities in the world. Through its alumni and alumnae, the University of Ibadan has, in the past six decades contributed significantly to the political, industrial, economic and cultural development of Nigeria.
These graduates, staff and students are making great impact on the world through their new discoveries, innovations and inventions in science, medicine, agriculture, business and technology. No doubt, the University?s commitment to academic excellence enables them to fly high.
UI looks forward to an exciting future! | CHAPTER ONE
INTRODUCTION
1.1 Background of the study
This research is on the dearth of technological equipment and effect on secretarial job performance on ministries in Anambra state. We strongly said that, the office is the center of all the activities of any organization. It is from the office that instruction are sent to the different component units of an organization.
Reports from these components are received, collected, and interpreted for policy formation. Therefore, in every aspect of the world, the office is concerned with information, management and collective collection, processing and arranging same for onward transmission to the management for use. Furthermore, the office is also involved in the presentation and retrieval of such information as required by the organization for itÕs service.
From the above, if should be obvious that the handling of information in the selected ministries is carried out by the secretary and other clerical staff. In carrying out the arduous task of information management, the office personnel, notably that secretary uses some equipment to facilitate the handling of information from manual to the highly electronic computerized technological, equipment.
Some of these equipment are: typewriter (manual and electrical), duplicating machine, stamping, electronic, stencil, scanner, dictating, addressing, shredding photocopying, computer etc.
Today, the information technology has helped to design and provide highly sophisticated and models of the equipment. The highly development helps to enhance the efficiency and facilitate the labourious and strenuous functions of the secretary thereby reducing physical exertion and fatigue. These items of equipment have also gone long way in improving the productivity of the secretary particularly and the organization in general effect, technological equipment has made a lot of effectiveness in the business world. This effect is also reflected on the functions of the secretarial staff.
From the foregoing, the researcher feels that the importance of these equipment in the overall efficiency and productivity of any office is no longer in doubt. Dearth of technological equipment make clerical and secretarial job cumbersome, time consuming, physical exerting, mental intriguing and doubtful inefficiency.
1.2 Statement of the problem
Every establishment has its main functions of the office as administration. This implies, by definitions management and transmission of information. The secretarial staff using different forms and management of technological equipment to perform this complex of information management. Some of them are manual and they are easy to handle, others are expensive, complex and computerized gadgets that require immense or great skill to manipulate.
Since these equipment's facilitate secretarial job and enhance the performance in selected ministries, like personnel, type of service rendered and the working environment among others of an organization, use some of these equipment.
1.3 Purpose of the study
The purpose of this research is to identify the strategies of the dearth of technological equipment in the selected ministries.
- Identify the causes of dearth of technological equipment in selected ministries in Anambra State.
- Determine the strategies and the process of resolving the problems.
- Find out the effect of the dearth of technological equipment among the ministries.
1.4 Research Question
a. What are the causes of the dearth of technological equipment in ministries?
b. What are the effects of the dearth of technological equipment?
c. What are the strategies for resolving the problems of the dearth of the technological equipment?
1.5 Significance of the study
It will generate the life of using the technological equipment on ministries in Anambra State.
The findings of this study will significantly contribute tot the re-examining and implementation of these technological equipment.
Through these findings, the selected ministries will improve on their workflow during their day-to-day activities in the organization.
It will enable the individual to attain better job satisfaction through the use of these technological equipment.
1.6 Definition of Terms
Certain words and expressions have been used commutatively in this paper. Below is the list of the meanings of such words and expressions as applied to this paper.
Office Equipment: This can either be manual or electronic. The efficiency and productivity of an organization depends on the types of equipment has.
Electronic: This comprises the use of machines that can only be operated by electrically. It implies electrical impulses in the performance of the tasks. |
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