| Content | EFFECT OFFICE ENVIRONMENT ON THE MORAL AND PRODUCTIVITY OF SECRETARIES IN BUSINESS ORGANIZATIONS (A Case Study Of Pz Company Plc And Nigeria Bottling Company Plc 9th Mile Corner Ngwo Enugu)
ABSTRACT
A lot of employees think that their secretaries are not producing as much as they should. That they are not working up to maximum capacity where as there is room for improvement in their job performance. In order for any organization to achieve its basic objectives, it must lay strong emphasis on the way it observes the environmental factors that affect their organizations as a whole and that of the secretary in particular.
Efficient performance is contingent upon the proper match between he secretary and the job on the other hand and the environmental factors or physical conditions affecting her performance on the other hand. In this research work, attempt were made to identify and analyze the good physical factors influencing secretary’s job performance. The project is divided into five chapters. Chapter one covered the general introduction, statement of problem, working hypothesis, purpose of the study scope of the study, and determination. Chapter two death with the review of related literature. To defined what is meant by good physical conditions in an office and the scope of the good physical condition that were effect expected to be seen in an office environment and the effect on the secretary’s productivity.
Chapter three deals with research methodology used in obtaining the relevant data to the study. It also highlighted the sample size and the research design, the administration and development of research instrument. It highlighted the type of statistical analysis method used in analyzing the data collected as well as the validation instruments.
Chapter four deals with the findings, interpretation, analysis of data collected as ell as the testing of hypothesis. He data were analyzed using the percentage method only. The study was concluded with chapter five which included summary to findings, conclusion and recommendations, limitations.
TABLE OF CONTENT
Title Page
Approval Page
Dedication
Acknowledgment
Abstract
Table Of ContentsChapter One
1.0 Introduction
1.1 Background Of The Study
1.2 Objective Of The Study
1.3 Statement Of The Study
1.4 Scope Of The Study
1.5 Delimitation Of The Study
1.6 Significance Of The Study
1.7 Research Questions
1.8 Definition
Chapter Two
2.0 Review Of Related Literature
2.1 Light
2.2 Heating
2.3 Ventilation
2.4 Noise Proof / Control
2.5 Music Conditioning
2.6 Safety Measures
2.7 Office Space
Chapter Three
3.1 Research Methodology
3.2 Area Of Study
3.3 Population
3.4 Sources Of Data
3.5 Method Of Investigation
3.6 Method Analysis
Chapter Four
4.0 Presentation Of Data
Chapter Five
5.1 Findings
5.2 Conclusions
5.3 Recommendation
5.4 Limitation
Bibliography
Appendix
Questionnaire
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
In this par of the world a careful observer would agree that it is not uncommon new that that which we refer to as good physical conditions in our working environment has always been mistaken which ought to be in our working place.
To this effect one need not to wonder why entrepreneur and institutions, management has always failed in their duties to proving these basic needs to their workers.
The functions of personnel management, extend to recruitment and training of workers, which the secretary is a part of. It is obvious to everybody, that the work of a secretary is very delicate and confidential, and as such, a healthy environment is necessary enable the secretary operates effectively.
A secretary whose office is equipped with communication gadgets as telephones, fax etc cooling gadgets, as fans, air conditions, fridge etc including execrative upholstery chairs and table is therefore regarded as an extra senior service worker by her unfortunate colleagues who unknowingly or out of ignorance does not know that hey deserve more than mentioned above for maximum productivity but rather retard progress thereby constitution a cry in the wheel of progress of such as establishment.
An understanding of effect of office environment in enhancing the secretary’s morals is necessary in every organization, he/she is an indispensable staff and as such, management should place high priority on work motivation. This influences the amount of work, interest and happens of secretaries.
The provision of adequate and proper physical conditions in the office cannot be over emphasized. Secretaries tend to be happier when hey work in a quiet, cool and inspiring environment, but hey are unhappy and suffers from mental strain when the physical conditions are poor or inadequate.
Physical conditions refer to those things in the office that enable workers to work for periods without fatigue and distraction, so that work can be carried out effectively and efficiently.
It should be bone in mind that most office work is as the accounts clerks job of putting figures together or the secretary’s job and others.
However, the increasing sophistication of modern office machines and self awareness towards the maintenance of a more co-operate image have resulted in management looking more critically at the environment of secretaries work place “in encyclopedia”.
The term secretary is derived from a Latin word “secrtarum” which means a confidential office. He is one ot whom secrets are entrusted and he has to maintain secrecy of the work he deals with.
According to Act, 1980. sec 2 (45) states that a secretary means “one whose office is to write for another; especially one who is employed to conduct correspondence, to keep records and to transactrarions other business for another person or for a society, corporation or public body.”
“Environment” in the management context consists of office building the furniture and layout, the physical conditions under which secretaries operate, lighting, ventilation, decoration, sound, proof, safety measure and so on. The influence of work environment on secretaries has become so recognized that management now calls it science of “ergonomics”.
Experience has shown that secretaries cannot be happy if the ventilation is poor. Work is likely to suffer and in accuracy would result if the lighting is poor. The noise from machine and visitors constitute a barrier to a secretary’s efficiency. Example of an ideal office should be measured with that of the secretary to director Nigeria Bottling Company Plc Enugu. All these have strong bearing on the secretary morale and work productivity.
The promulgation of the office, shops and railways premises Act of 1963, is a milestone in the advancement of good working condition. Management therefore has duty of providing a comfortable environment which is pleasure and conducive.
1.2 OBJECTIVE OF THE STUDY
This study is meant to investigate the following.
The effect of the depressing and unstimulating nature of the office on the morals and productivity of the secretary.
The effect of he physical factors such as office surroundings on the secretary’s morals to work.
The importance of providing a good proper working environment for the secretary.
The problems caused by lack of these good physical condition on the secretary productivity.
Finally, to see to what extent the office environment affect the concentration of the secretary.
1.3 STATEMENT OF THE PROBLEM
The secretary no doubt occupies a very important position in an organization and her inability to discharge her duties very well have an adverse effect on the image of the organization.
Also a secretary’s moral boosted by the type of environment she works in. therefore, for a secretary to be able to perform her duties efficiently and effectively, she should be provided with a pleasant and conducive environment to work in.
Presently, there are many problems encountered by secretaries with regards to their environment, and other facts like poor physical conditions in an office, lack of private office.
Secretaries in business organization share offices with other staff. Sometimes, where one is lucky to be assigned any, there is always no privacy.
In some organization, a secretary may be lucky to have a private office, but that office will be an entrance to his / her boss’s office.
The study is to investigate the effect of poor conditions and lack of offices, how it affects the productivity of the secretary and find ways of enhancing her productivity.
1.4 SCOPE OF THE STUDY
A lot of organizations are now aware that secretaries need to be settled comfortably in order to ensure high productivity in the organization.
Much has been said and written about he best way to ensure secretary’s high job performance and many people have argued that those secretaries have to be adequately motivated in order to ensure effective job performance on their part.
They outlined such motivational incentives as increase in salaries and wages, priorison of certain social amenities such as free medical facilities, ensuring effective job performance among the secretaries and workers in general. All those motivational incentives no debt facilitates high job performance among secretaries, but it depends on the environmental factors affecting the organization.
The study therefore, be of immense value to the management of Nigeria Bottling Company and PZ Company Services as well as other organizations and also to the secretaries at large, especially those who do not recognize that he environment under which the organization operate will in any way affect their performance.
1.5 DELIMITATION OF THE STUDY
This study requires extensive coverage, but due to short period allowed for the study, the researcher limited the scope of the PZ Plc and NBC Enugu. It is necessary to state that although the focal point of this study is mainly based on the aspect of effect of office environment on the secretary’s morale and work productivity, the work does not limit itself to that. This work was also use as a medium to identity some other problems and dissatisfaction the secretaries encounter in the office environment.
1.6 SIGNIFICANT OF THE STUDY
Some organization do not realize that the environment under which their business operation has anything to do with the secretary’ job performance. Their belief is that only the motivational incentives administered adequately will confluence the secretary’s job performance.
This study will benefit management readers or the staff counterparts responsible for improving secretarial service operations by helping them using the items.
A management can usually benefit by holding all aspects service system operations up to standard.
It will also benefit future secretaries of Nigeria Bottling Company (NBC). It hoped that the management will improve the office conditions of the secretaries, so that the secretary will have cause to smile broadly and improve in their productivity.
For other employers of labour, this should help them to know better how their work will fit into a production environment, and the environmental considerations that should be studied when planning for personnel includes the physical element of lighting and the whole subject of design.
The result help to establish a realistic / service having a guide to management responsibilities as a background for analysis.
This study will benefit both the management and secretaries to improve their productivity
1.7 RESEARCH QUESTION
1) Does the depressing and unstimulating nature of the office have negative effect on the morale and productivity of the secretaries?
2) Does the small floor space and the congested nature of the office affect the secretary’s morale and attitude to work.
3) What effect do air conditions and floor covering in most offices of the secretaries moral and work productivity?
4) What effect do lighting and ventilation have on the morals and productivity of the secretaries.
5) How does the relationship between the boss, others and the secretary affects the secretary’s environment.
1.8 DEFINITION OF TERMS
SECRETARY: A secretary is the image make of any organization for without a secretary, an organization is incomplete.
According to Barrister N. A. Obodo 1998 He defined secretary as an executive assistance who secretary as an executive assistance who possesses the mastery of skills, who demonstrate ability to assume responsibility without direct supervision, who exercise initiative and judgment, who make decision within the scope of assigned authority.
In enclopedea, the term secretary is derived from a Latin word “secreterum” which means a confidential officer. He is one to whom secrets are entrusted and he has to maintain secrecy of the work he deals with.
OFFICE: In every well organized business there is the need for the record of its activities to be kept and protected. It is the office that such activities are carried out and its records kept.
The term “office” was defined firstly by Geoffery Whitehead, as a room or building where clerical processes are carried out to start, develop and control the many activities of business. Ronald Warson et al, defined the office as “the place where information is received sorted, acted upon, file and passed on”.
OFFICE ENVIRONMENT: Environment consists of the office building, its furniture and layout as well as the physical conditions under which workers do the jobs, it is also concerned with the external factors as the business which the office services, the industry or other activities within which business lies, the custom and laws of the community within which business operates. These environment factors are always changing and the office must react to change with them.
When we are talking about office environment, we talk bout physical things in an environment. What you can see, something that enable you to work fine. Cleanliness of a place, or duty environment.
| CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND TO THE STUDY
This project intends to deal exhaustively with secretaries effectively in proper office equipment utilization using Odu?a investment company limited, Ibadan as a case study.
The project contained the motive of manpower performance in an organization.
The project will also emphasize certain essential machine viz typewriter, copying machine, addressing machine, dictating machine, adding and calculating machine, transcription and laminating machine, accounting machine, telephone and computer.
There is some obvious factor which should be put into consideration when buying office tools in an organization.
The factors are;
1. Capital outlay: an obvious factor when buying any tools.
2. Durability: fairly used are not preferable.
3. Design: size of the top height and number of drawer must be suitable for the purpose.
4. Comfort of the workers: a height level of comfort means that work is likely to be performed with less distraction.
5. Saving space: some office tools have built in units which can save walking about by the clerks and thus save time.
1.2 OBJECTIVE OF THE STUDY
It is the intention of this research study to examine the objective of ?office equipment utilization toward effective secretarial practice?. Also to know the proper definition of tools and how employee could be affected.
In this study all these tools will be absolutely defined in suitable manners.
1. Typewriter
2. Dictating machine
3. Addressing machine
4. Copying machine
5. Adding and calculating machine
6. Accounting machine
7. Laminating machine
8. Transcription
9. Telephones
10. Computer
1.3 STATEMENT OF THE PROBLEM
The contribution of secretaries? office equipment utilization toward effective secretarial practice and advancement cannot be emphasized. It is to build a solid foundation for man power performance for the organization.
It has been observed over the year that secretaries? office equipment utilization towards effectiveness of secretarial practice for running of an organization has not been encouragement. It is therefore, pertinent to critically examine the tools for man power performance in an organization.
1.4 RESEARCH QUESTION
1. What are the factor affecting the secretaries in an organization?
2. What are the factor affecting manpower performances?
3. What are the contributions of the organization to the secretary performance?
1.5 SIGNIFICANCE OF THE STUDY
The importance of this study is based on secretary and office machine. How employees could be affected of secretarial practice in office equipment utilization. Also to know the real and proper definition of a secretary and advantages and disadvantages of office tools. After some investigation this project will state in details how employee can use office tool in developing their skills.
1.6 SCOPE OF THE STUDY
The study is limited to the Ibarapa Polytechnic Eruwa. It emphasized only secretaries and their tools being used for effectiveness.
1.7 OPERATIONAL DEFINATION OF TERMS
Secretary: Secretary is a person who works in an office and deal with letter and telephone cal, typing keeping records, arranging meeting with people e.t.c.
Central processing unit (C.P.U): The C.P.U in a computer controls all the activities of the computer system. It has two major components which are: the processor and the primary memory.
1.8 HISTORICAL BACKGROUND OF THE STUDY
Odu?a Investment Company limited was incorporated in July 1976 to take over the business interest of the former western state of Nigeria, now Oyo, Ogun, Ondo, Osun and Ekiti States of the federal Republic of Nigeria. The company commenced business in the 1st of October, 1976. ODU?A INVESTMENT COMPANY LIMITED since inception has been operating as a conglomerate with over 70% of her business as investment/joint ventures with reputable multinationals. | CHAPTER ONE
1.0 INTRODUCTION
1.1 BACKGROUNDS TO THE STUDY
The management of human resources is an increasingly important concern in large organization. Over the years, several business organizations have packed up basically because of the failure of the management team or designated personnel to properly harness their human resources potentials. Perhaps, the singular reason for this negative development in many business organizations is the quest and unbalanced agitation for mad profit and sudden business expansion. Capital which has been defined to mean both money and all other structures-machines and physical structures needed for the successful management of any business organization cannot in any way be compared to the undeniable importance of human resource management. Any business built on a weak human resources management would only need a short time before it folds up. Human resource management is an indispensable factor in any business organization survival equation.
Some of the major issues relating to the management of human resources in any business organization range from issues such as the availability of needed talented and skilled personnel, other support staff for business growth, the quality of managerial talent and the control of tremendous costs now associated with managing a large high-talent work force. In developing and utilizing human resources, recognizing and carrying out each step in employment can make important contributions toward meaningful teamwork in a business organization.
Indeed, modern personnel management has evolved from a number of significant and inter-related developments dating from the beginning of the industrial revolution which started in Europe in the 18th Century. An exhaustive history would trace such matters as the evolution of working association from ancient times and the vast changes in educational opportunity in recent years. Their impact in the total labour force, development in managerial education, the evolution of the corporations and other social, economic and political development of the 20th Century and before cannot be over- emphasized.
Premised on this, the human resources require a great and careful management in order to get the desired results through the efforts of the people who constitute the personnel of a business organization. In actual fact, human resource management is neither a solo-job nor a purely technical one. It is a partnership between representatives of line and staff officials, working with union leaders to stimulate and develop employees in pursuit of organizational goals. According to Steiner, (1964) Human capabilities are resources to be managed in their own right; however, they also control or at least influence the other factors of production. Thus, the success an executive enjoys in the management of human capabilities may be expected to have a multiplier impact on the overall effectiveness of the enterprises.
1.2 STATEMENT OF THE RESEARCH PROBLEM
Quite often, many ambitious business owners have underplayed the place of human resource management to the growth and survival of their businesses. This uncritical view is often anchored on the hasty conclusion that given the present bad state of the country's economy and with the quest for survival many job seekers won't be under the perpetual mercy of business owners (employers) with little or no possibility of wage/remuneration bargain or negotiation. In this type of employment equation, the employers are usually concerned on how to maximally use the employees to rake in huge profits without developing the latter's potentials. A synergy of this two seemingly conflicting school of thought is what this work seek to achieve. While in the first instance, some business owners often find it necessary to engage in human resource management, it is believed that a proper orientation on the importance of hum resource management can go a long way in changing business owners' orientation.
The import of the above is hinged on that fact human resources management is a very significant factor that affects future business organization profits and growth.
1.3 RESEARCH QUESTIONS
Attempts will be made to answer the following research questions which will also guide the direction of the study:
1. Is there any need for human resources in an organization?
2. Do resources have any effect on the performance of staff in First Bank Plc, Ikeja, Lagos?
3. What are the importance of staff training and development in an organization?
4. Do attracting, motivating and holding of people have any impact on an organization?
5. What are the likely problems facing the organization in respect to human resources?
1.4 OBJECTIVES OF THE STUDY
The aim of the study is to highlight and appraise the role of human resources in a business organization through the management of First Bank Plc, Ikeja, Lagos. The specific objectives of the study are to;
1. Examine the impact of human resource management on employees' productivity.
2. Determine the need for proper human resources management and evaluate the impact of human resources management on the part of the employer of First Bank Plc, Ikeja, Lagos.
3. Investigate the training needs in organizations with emphasis on the Nigerian Breweries Plc., Ibadan.
4. Offer possible solutions to the problems facing the organization in respect to human resources management.
1.5 SIGNIFICANCE OF THE STUDY
This study is important because its result will contribute to knowledge on how central proper human resource management can significant y contribute to the growth and expansion of any business Organization. This work benefits not only the First Bank Plc, Ikeja, Lagos, but also the Nigerian business society as a whole.
The findings will be useful to upcoming business organizations on how to properly and advantageously, harness their enhance management scheme towards achieving maxim gains and profits.
1.6 SCOPE OF THE STUDY
The First Bank Plc, has a lot branches widely spread across the country exceeding the company's headquarters. Due to impossibility of covering and focusing on all the branches and for the purpose of a thorough and detailed research, this study has been limited to the study of the First Bank Plc, Ikeja, Lagos.
1.7 LIMITATION OF THE STUDY
This is a very important topic to management and organization as a whole and in the course of the research study, some inevitable and unavoidable reasons emerged as potential constraints in carrying out the research as desired. Such factors are limited time and financial hindrances which did not permit a larger scope and more comprehensive research work which thus making it difficult to constantly visit the case study organization for additional information. Also, the bureaucratic nature of the organization chosen for the study constituted a limitation because of the organization being a multinational institution with a lot of bureaucratic settings.
1.8 DEFINITION OF TERMS
It is important, at this juncture to define and give contextual meanings of some of the major terms used in this study. The following terms used in the course of the study are hereby explained below:
? Human Resources: According to Akindele, (2000) human resources are the people who are ready, willing and able to contribute to organizational goals and objectives. Human resource issues are studied solely by staff personnel, who present their findings to management or to the business planning staff as inputs to strategic or operational planning.
? Personnel Management: Ash, (1914) defines personnel management as the recruitment, selection, development, utilization of and accommodation of human resources by organization. There are three basic purposes of personnel management namely: Labour efficiency, formulation of good personnel policies and maintenance of industrial peace.
? Training: In the words of McCormick, (1979) training is a process or procedure through which the skill, talent and knowledge of an employee is enhanced and increased. A successful training programme must contribute to the growth and development of the competence and efficiency of employees.
? Development: This is a long term educational process utilizing a systematic and organized procedure by which managerial personnel learn conceptual and theoretical knowledge for general purpose.
? Planning: This is a managerial activity which involves deciding the goals and objectives of the establishment or organization and make preparation for how to get there i.e. how to meet or achieve the goals and objectives of the organization. There are strategic, operational or tactical planning.
? Recruitment: According to Jackson and Rottstein (1993), this is a process of searching for prospective employees and stimulating and encouraging them to apply. In recruitment, two major characters are involved namely: the recruiting and the recruited. During recruitment, organizations have to make chokes on who to take in their organization otherwise called the recruited.
? Selection: Nwagbo (2004) maintains that selection is to ere off the most appropriate applicants, turn them into candidates and persuade them that it is in their interests to join the organization even times of high unemployment.
? Placement: This is the action of placing an applicant for a job. It is one of the most critical aspects of personnel function.
? Motivation: Young (2002) says that motivation is the act of stimulating someone or oneself to get a desired course of action, to push the right button, to get a desired reaction. There are two kinds of motivation: positive negative motivation. | CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND
This project is on Office equipment and their contributions to the success of a business organization(a case study in NNPC, Enugu). Office machines and equipment's being used in business office today have accounted tremendously to the present and provide less fatigue work for secretaries in modern business organization.
The growth of modern business fiends has made it mandatory that all manner of practitioner in business fields should be well informed on the various aspect of office equipment and machinery that are used in daily performance of office functions. the usage of these machines and equipment must be dependent on, various factors namely:- the type of job, how sophisticated the job requiring the machine is, the amount of capital at the disposal of the organization in the purchase of such equipment, the range of equipment at the disposal of the user etc.
There are now, wide variety of modern office equipment which serves secretaries purpose.
Eze (1983) says that the increasing demand of modern industrial, political and social engineering technology have compounded information, expanded unimaginably the scope and depth of human knowledge and rendered the gathering far beyond traditional human labor and tools. To this end, the introduction of a new technology in the form of modern office equipment precipitates change in the nature of office work.
Ajakemo (1995) sated that the tremendous growth of business coupled with their complexities and ever-keener completion among various business organization among others have increased the need for modern office machines and equipment. Today, increasing technological dependence, high volume, information requirements and the importance and value of the human resource have mounted a lot of pressure on the management of most business organization to look elsewhere for shaper tools which not only relievers man from both physical and mental strain but help to enhance productivity.
As industries are growing every day, manual labor alone can no longer contain the requirements of office work requiring high volume data collection, analysis and communication. Beside, some machines prevent fraud like the cheques writing machines and also help to increase efficiency, accuracy, and appearance of documents such as memo, graphs, letters etc. Hence, no office can exist and function effectively without modern office machines and equipment.
1.2 STATEMENT OF THE PROBLEM
We have been putting forward the argument that for the need of office machines, but it is important that I equally take of the problems associated with secretaries and office equipments and the machines in their places of works.
Secretaries usually perform a variety of tasks requiring different skills. The need to improve the quality of information has are created wide speed interest at present office technology and hence more sophisticate equipment are being used increasing in office.
Obviously growth in size, complexity of business and ever-keener competition of business organizations are mounting a lot of pressure on the management of these organization to look for shaper tools in physical production and in mental work, such as problem recognition, analysis, memory and communication to achieve understanding. Besides, technological advances in office machines and related equipment to meet administrative needs are now progressing with amazing speed.
Secretaries see increase in information technology as a challenge and also as a threat to their job or profession.
This problem and anxiety in the minds of office workers, it is likely to lead to a drastic reduction in production in most office.
Finally, this situation calls for serious policies by management deal with the problem, which psychologically destroys the mental and emotional state of workers.
1.3 PURPOSE OF STUDY
The purpose of this study are:-
1. To identity the contributions of office machines to an organization.
2. To identity the problems associated with modern office equipment.
3. To identity the prospects associated with the use of modern office equipment.
4. To identity what should be considered before purchasing a new machine.
1.4 RESEARCH QUESTIONS
The following questions have been asked as a guide to the questions of the study.
1. What are the contributions of modern equipment to the organization?
2. What are the problems associated with the use of modern office equipment on secretarial staff of NNPC Enugu?
3. What are the prospects of using modern office equipment in an organization?
4. What are the items to be considered before purchasing a new machine?
1.5 DEFINITION OF MODERN OFFICE EQUIPMENT
Modern office equipment is the name given to all the newly invented electronic machines that are being introduced in the offices as a result of additional increase in production. Office equipment includes all terms of machines and furniture that facilitate office operations. | CHAPTER ONE
1.0 Introduction
1.1 Background to the Study
Shorthand is a system of rapid handwriting employing symbols to represent words, phrases, and letters. It is a, form, or instance of abbreviated or formulaic reference. It has been described as any system of rapid writing using symbols or shortcuts that can be made quickly to represent letters of the alphabets, words or phrases. Various terms are used for shorthand. One of the terms used is Brachygraphy meaning short writing, from the Greek word meaning short. Stenography meaning narrow or small writing from the
Greek word meaning narrow is another term used for Shorthand. Tachygraphy meaning swift writing from the Greek word meaning swift is also used for Shorthand. Over the years, advancement in office technology and new management styles has brought about changes to the office environment. Secretaries have undergone rapid transformation, moving from working in their age-old traditional role of taking notes in shorthand and transcribing on manual typewriter to new and multiple roles of using electronic, computer and recording devices. According to Norris (2008), the work of secretaries has shifted to a more management/administrative function in addition to their traditional secretarial functions. This is as a result of the introduction and use of new technologies in the office. Secretaries are assuming more and newer responsibilities, and are expected to perform at higher levels of administration and management, with higher remunerations. The traditional secretarial skill of taking notes in shorthand and transcribing on manual typewriter is fading away. Emphases has shifted to storing, editing and retrieving minutes of meetings and correspondences with the use of computer and electronic typewriter due to automated equipment in offices (Akpan, 2000).
1.2 Statement of the Problem
Technology has caught up with shorthand in this era. Proponents of automated equipment in offices and the increased use of automated equipment by business executives and secretaries has promoted the assumption that the use of shorthand will be phased out and modern machines and equipment would take over the functions of shorthand writers.
Shorthand candidates have been performing very poorly. Such performance indicates that this much needed skill for our secretaries is not being acquired as required. This poor performance has been noted for several years and the institutions offering the examinations seem not to be putting any effort towards improving the performance.
1.3 Objective of the Study
The major objective of this study was to determine shorthand subject and level of performance of students in Office Technology and Management. The specific objectives were to:
? To determine the ratio of students versus typewriters in training institutions presenting candidates for shorthand examinations.
? To determine students? competencies in writing shorthand at the various stages in training institutions.
1.4 Research Questions
In order to achieve the objectives of the study the following research questions will be answered-:
? Does time allowed for practice affect performance of students taking shorthand in Nigeria Higher Institutions?
? Does erroneous believe of people in general that shorthand is difficult to learning affect the performance of students?
? Would you say that the school has enough equipment for learning shorthand?
? Does lecturer competency influence student?s performance in training institutions in Nigeria?
1.5 Significance of the Study
This study will help to define more clearly the importance of the skill to students of Office Technology and Management, in establishing or the importance of the skill in business today. It will also help to clear some deluding notions already conceived and nurtured by lazy students and at the same time influence students? attitudes to this course.
1.6 Scope of the Study
This study is restricted to Yaba Technology, Yaba, Lagos State (Office technology and Management Department to be precise)
1.7 Operation Definition of Terms
? Performance - refers to accomplishment of a given task measured against preset known standards of accuracy, completeness and speed.
? Poor performance ? refers to performing below expectations.
? Shorthand - A system of rapid handwriting employing symbols to represent words, phrases, and letters.
? Examination - A set of questions or exercises evaluating skills or knowledge.
1.8 Historical Background of the Study
(YABA COLLEGE OF TECHNOLOGY, YABA, LAGOS STATE)
Yaba College of Techonology was established in 1947 as a successor of Yaba Higher College. It attained autonomous status in 1969 by virtue of Decree 23 which granted it the mandate to provide full ? time and part ? time courses of instruction and training it technology, applied science, commerce and management, agricultural production and distribution, and for research.
Yaba College of Technology is the first higher institution in Nigeria to establish a centre offers compulsory courses which monitors the quality academic service delivery.
The Applied Research and Technology Innovation (ARTI) unit was established to promote research and linkages with private sector organization for the exploitation and use of research. ARTI also assists to promote linkages between students of Yaba Tech and students of other institutions especially in the era of research. The college has won the Nigeria Polytechnic Games Association five times out of sixteen edition of the competition. The college has a second campus at Epe, this campus is home to the Department of Agricultural Technology and Michael Otedola Information and Communication centre.
Yaba College of Technology has eight schools and thirty ? four academic departments with a total of sixty ? four accredited programmes, across ND, HND and Post ? HND levels. The college also offers certificate courses. | 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. |
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