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EFFECTIVENESS
OF SECRETARY ON ADEQUATE TRAINING WITH MODERN EQUIPMENT
ABSTRACT
The study is
on Effectiveness of Secretary on adequate training with modern equipment.
The need for
secretaries to be trained with modern equipment’s in the world today is aimed
at achieving the organizational goals.
The study
examined closely with a view to identify the methods of training, types of
training, objectives, needs, analysis, impact and assessing the result of
training and development.
In carrying
out the study, detailed explanations were made and the research work is divided
into five chapters.
Historical
background, statement of problem, justification for the study, significance
study and research questions were dealt with in chapter one.
Chapter two
was on literature review to confirm the variables of the study.
Chapter
three contains the design used which several instruments such as questionnaires
were used for collection of data.
CHAPTER ONE
1.1HISTORICAL
BACKGROUND
People
working in the offices in the past find it so today and working was so being
due to the fact that certain modern amenities used in the offices today to and
office workers were not in place. As a
result of this, the zeal to work in the normal trend so as to achieve the set
goals by the organisation was not there.
The
effectiveness of any organisation defends on the soundness of its workers. As a result of this, the zeal to work in the
office today has become quite interesting, motivating and enthausiatic because
the modern office is well equipped. The
introduction of various modern machines which have greatly helped both the
private and public enterprises to increase employees productivity. At this
dispensation training of a secretary with modern equipment will enhance
efficiency and effective performance of a secretary when discharging their
legimate duly.
Training
with modern equipment is very important expenses of manpower and resources
development, whose relevance can never be over – emphasizes. It becomes very necessary to train secretary
with modern equipment so as to force the present and future challenges in
dispensation of his legitimate duly.
Effective
human resources development programme should be able to develop a secretary in
the organisation for the purpose of improving productivities.
Actually
development is a long term and more embracing programme that are meant to meet
anticipated changes and the needs of an organisation as a whole. It utilizes a
systematic organised procedure by which managerial personnel learn conceptual
and theoretical knowledge for general purposes and it also aims at adding to
the mills of workers, improving their knowledge and altering their
attitude. Thus training is a systematic
development of knowledge, skills and attitude required by an individual to
perform a specific or a given task. It
is a short – term process utilizing a systematic and organised procedure by
which non-managerial personnel keeps technical knowledge and skills for a
definite purpose (A. A. Lawal (1992:310)
All secretaries no matter the level
of their education, previous training and experiences, still need to undergo
training with modern equipment within and outside the organisation in which
they are employed. Since secretaries
have responsibilities and are connected towards attaining the goals of the
organisation, there is need for them to be trained and re-trained.
A properly planned
procedure of meeting the training and development needs of secretaries need to
be put in place irrespective of the type of job each secretary carries
out. Specialised training touching the
diversions of the job is a responsibility, which the management has to
perform. For training and development to
be successful and resending, secretaries must desire to be trained with
automated machines and be willing to improve on their performance. Once a properly and systematic procedure have
been put in place, secretaries should avail themselves with such opportunities
because this will definitely increase their feeling of self esteem and value to
the organisation to which they belong and this prepares them to future
requirements and more responsibilities.
The
objective of any training programme is to master the activities and behaviour
of jobs. No matter the type of training
programmes given to secretaries, they all have an overwhelming effect not only
on the improvement of secretaries alone but also rewarding advantages to the
organisation, that is practice, policies, rules and so on, which affect them
and the organisation.
Secretaries
should be able to develop the abilities to learn and adapt themselves to new
work methods, work contents and work relationships, suffice this to say that
these benefits to be derived from training an indispensable investment in human
resources management which no organisation should ignore.
The need for
training with modern equipment have come to an increasingly high demand
considering the part and roles in plays in the growth in organisation as a
means of maintaining acceptable level of performance recently, large
organisation have been changing partly or entirely in several aspects. Office services and methods are becoming
complex and the output expected daily is also very high. As a result of the above engaging,
maintaining and retaining qualifies secretaries to cope with this increasing
demand of the office is the interest of every organisation. Thus office automation becomes a challenging
opportunity involving machines and the harassing of natural resources so
receive human beings from the problem of heavy physical till Business nowadays
demand advanced secretaries skills in area of business communication, operation
of office recalled machines and organizing ability.
The
functions of the business offices have become increasing complex. In addition to technical skills and
abilities, successful office workers must exercise sound judgement awnd
creative insight (Oni 1999.18) Technical skills alone are therefore no longer
enough for employment. The new breed of
secretaries must be prepared to face the challenge of the changing
technological complexities of organisation.
They must prepared to charts their professional course if the
secretarial professional status is to stand the test of time.
The
unprecedented rapid technological changes and automation in existing skills and
job are sufficient to prove that training and re-training are indispensable in
the fast moving business world mathis (1990:370).
1.2 STATEMENT OF PROBLEM
This study is expected to reveal all
the problems of ineffective training programmes with modern equipments in some
selected organizations. It has been
observed that a lot of people have negative attention being given to training
and development of secretaries by some business executives. Most of then show more interest and spend
more time and money on other professions and other aspects of work in the
organisation, which they consider more important.
Since every organization strives to
achieve set goals and objectives, this is dependent on the caliber of manpower
in such organisation and secretaries are part organizations manpower and we get
things done completely through them. In
live manner, the grade or standard of people engage by an organization
effectiveness and increased productivity can be achieve if the manpower in this
is exposed to relevant training with modern equipment. It is a common phenomenon to note that many
organizations fail in their attempts to obtain organization of outs due to lack
of effective manpower development programmes.
Despite the demands of office
automation on secretarial position, it has been observed that some secretaries
are still deficient in the use of modern and sophisticated machines such as,
internet, computers, word processor, electronic typewriter, fax, photocopier
and so on. As such in the places of work
they waste valuable time in processing information which are needed for
effective management decision making.
Also situations where organization fail to install modern facilities for
the use of secretaries in order to enhance secretaries efficiency and
effectiveness which forms integral part of the organisation’s drive to achieve
set objectives.
The study, therefore, tries to
address the issue of organizations effectiveness with a view of finding out the
significant of training a secretary with modern equipment in a organisation.
1.3 JUSTIFICATION FOR THE STUDY
This study
aims at studying the effectiveness of secretary on adequate training with
modern equipment in some selected organizations in Lagos metropolis. The most important asset of any organisation
is its employees and the knowledge and skill they posses. Since the office environment is changing and
people are changing with it. This has
made management more conscious of its expectations from its staffs resulting in
its demand for increase in producing. This change is brought about training
with office automated to enhance productivity in some skilled business
organizations within Lagos metropolis.
The researcher also intended to find
out the relevance and important of training with various office
machine/equipment to the everyday working life of the secretary.
Also, aimed at serving as a useful
reference material for present and future researchers who may wish to carryout
similar study on effective utilization of modern equipment as it affect
productivities.
1.4 SIGNIFICANCE OF STUDY
The study
will bring to the knowledge of business executives the importance of training
with modern equipment as it enhance productivity of secretaries in some
selected organizations. Also, it will
suggest possible ways of changing the attitude and increasing the skills of
secretaries towards productivity, thus reducing inefficiency at all
levels. This study will not only provide
a spring board for further researchers and investigations but more
significantly, prices to generate solution to the problem identifies. In the light of the above, this research work
would yield concrete suggestion on.
(a) Standardized policy used in
rationalizing programmes.
(b) Well articulated and clearly defined
training programmes for secretaries at all levels and;
(c) Bringing stabilization of the
organizational operation in such a way that it will not affect its labour force
that is, such as the period secretaries are undergoing training.
1.6 RESEARCH QUESTIONS
(1) Is there any relationship between modern
office equipment and the performance of the secretary in the office?
(2) Is there any relationship between the
introduction of office automation and training of the secretaries?
(3) Does any relationship exist between the effects
of office automation and the job performance of secretaries in the
organisation.
(4) Is there any relationship between modern
equipment and the slow and repeated jos of secretary
(5) What are the effects of training of
secretaries on job performance.
(6) Is there any job satisfaction in
secretarial profession?
(7) What are the effect of motivation on
secretary performances?
(8) What are the possible ways of improving
the performance of secretary?
(9) Does the exposure of further training have
any effect on the ability of a secretary to face future challenges.
1.7 HYPOTHESES
(1) Ho:
There is significance relationship between training secretary’s with
modern equipment and productivity.
Hi: There is a significance relationship
between training a secretary with modern equipment and productivity.
(2) Ho:
That some selected organisation does not pay adequate attention to the
training of secretaries.
Hi: That some selected organisation pays
adequate attention to the training of a secretary.
(3) Ho:
That secretaries wouldn’t perform better if they are trained with modern
equipment particularly computer.
Hi: That secretaries would perform better if
they are traines with modern equipment like computers.
(4) Ho:
That secretaries would not improve their performance if they were given
better remuneration.
Hi:
That secretaries would improve
their performance if they were given better remuneration.
1.8 DEFINITIONS OF TERMS
The
following terms are used in the study and the definitions accorded to them are
hereby given:
Training: This is a preparation for
occupation or for specific skills. It is
narrower in conception than development.
Training is job-oriented, and it has present and future implications on
job success.
Provision: The rate at which goods are produced
and services rendered and the amount produces compared with the work, time
materials and money invested to produce them.
Organisation: This is an association of people (management
and staff) working together towards the achievement of set goals or objectives.
Secretaries: This is an employee in an office working
for another person, dealing with letters, typing, filling and mailing
appointments and arrangements.
Office
automation: Involves the installation,
utilization and application of modern office mechanic and equipment which
carryout specific functions so as to reduce or minimize manual human operation
and to increase efficiency, effectiveness and productivity to the user office
personnel such as the secretary.
Modern Office:
A place where, administrative, clerical and information processing activities
of an organisation are performed with the use of modern office machines and
equipment in order to save raw human energy and to enhance efficiency of the
administrative support personal such as the secretary. It is the office environment found in today’s
business would that call for training of secretaries with the modern equipment,
which is being brought about as a result of automation meaning advancement in
technology.
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