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IMPACT OF OFFICE TECHNOLOGY ON
SECRETARIAL PROFESSION
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND
OF STUDY
By the mid 20th Century, humans had achieved a mastery
of technology sufficient to leave the atmosphere of the earth for the first
time and explore space. According to Merriam-Webster (2007) technology is
making usage and knowledge of tools, machines, techniques, crafts, systems or
methods of organization in order to solve a problem or perform a specific
function. The word technology comes from Greek, the term can either be applied
generally or to specific areas: example include construction technology and information
technology.
Technology has affected society and its surroundings in a
number of ways. In many societies, technology h as helped develop more advanced
economies (including today’s global economy) and has allowed the rise of a
leisure class. Many technological processes product unwanted by-products: known
as pollution and deplete natural resources, the determinants of the earth and
its environment. Various implementations of technologies influences the value
of a society and news technology often rises new ethical questions examples
include the rise of efficiency interm of human productivity, a term originally
approved to machines and the challenge of traditional norms.
According to Franklin Ursula (1952) Traditionally, new
technology has been concerned with the construction of machines, structures,
and tools on a relatively large scale. The development of materials for
building bridges or sky scrapers is an example of this, as is the development
of the internal construction engine and
the nuclear reactor. While such activities involve all the sciences, from chemistry
to nuclear physics, the overding goal has been the same to improve the human
condition by finding better ways to deal with the macroscopic world.
Jaulius Adama’s (1999) in his views says: Since world War
II, the focus of technological activities has undergone a major change while
the old activities are still pursued, they have largely superseded by
applications of technology at the microscopic level instead of building
large-scale structures and machines modern-day technology tends to concentrate
on finding improved ways to transfer information and to develop new materials
by studying the way atoms come together. The silicon clip and micro electronics
typing the new technological trend, as does the blossoming of genetic
engineering. The trend can be expected to continue into the fore seeable
future.
With the changing world of technology this day, it is
important to say that modern technology has come to stay, and it plays
significant role in the improvement of the secretary’s job which in turns
enhances productivity in all aspect.
However Eric Schalzbery (2004) in his views says that with
the high rate of technological development in this “global village” era, the
secretary has come to terms with the reality of having her job greatly enriched
and complete business activities going on in modern office. The secretary plays
important role in ensuring the proper utilization of these machines for greater
productivity.
In the past, most office work had been carried out manually
although them the volume of office work had been small and there was less
sophistication in the industrial art, hence there was no significant demand for
modern technology. But today, when one looks at the basic tasks. In an office,
whether it be writing, calculating, filling, sorting or analysis, it is found
that office machines cam be used to dot he job better and faster which leads to
great achievements and professionalism in the field. There has never been
grater need for efficiency in business than there is today. All kinds of
businesses. Must employ modern methods in their offices. The raw material of an
office is information, and the responsibility of an office is lit that of a
clearing house, receiving and sending out information, processing storing facts
in various forms. Therefore, the ever increasing size of business organizations
has increased the development of new techniques in office management. Unlike in
the past, where the secretary made use of old model manual typewriter that does
not enhance efficient. Since the secretary is a medium through which the
organization actions and policies are conveyed to the public. In readable and disenable
form, it is wise that she is exposed to office machines and understand their
proper usage so that she can efficiently carryout the routine job of the
office. By so doing the organization concern can benefit highly form the
services of the secretary.
The secretary is part of the management team since she is
completely involved in the affairs of the office and in making and
implementation of business plans. She deals with letter drafting and typing, filing
processing and storing of information as well as disseminating information.
With the office automation such as electronic typewriter Word process,
computer, telephone, fax machine, internet, e-mail, photocopier and calculating
machines at her disposal, her job is sure to progress swiftly and a boost to
attaining productivity in the organization where she works.
1.2 STATEMENT OF PROBLEM
Even though modern technology is regarded as important and
of high value in ensuring quality work output in an office, as well as bringing
about productivity. It is equally believed that these machines can cause job.
Displacement. This is the fear that many employees suffer from when new
machines are being purchased for use by their organization. The machines are
cost effective. Some organizations do not really apply the use of some of the
modern machines and this lead to poor performance, this is because they seem
not to attach great importance to these machines and most secretaries are
ignorant of their uses.
1.3 PURPOSE OF THE STUDY
The study intend to achieve
the following:
a. To
examine the concept of modern technology and its effect on the secretary’s
profession.
b. To
examine whether modern technology causes job displacement of secretaries in
organizations.
c. To
determine whether the secretaries utilize the office machines for productivity
in every aspect.
d. To
determine whether the modern machines enhances the secretary’s efficiency.
1.4 RESEARCH QUESTIONS
Based on the topic, the effect of modern technology on the
secretarial profession in government parastatals, this study has drawn up the
following research questions:
a. What
effect do modern technology have on the secretary’s job in an organization.?
b. How
has these modern machines caused job displacement of secretaries in organization’s
today?
c. How
well do secretaries utilize the office machines for productivity in their
places of work?
d. Does
modern machine enhance the secretary’s efficiency, performance and
productivity.
1.5 SCOPE OF STUDY
The study covers all aspect relating to the effect of
modern technology on secretarial profession such as the concept of modern
technology, functions of modern office, secretarial function in government
parastals, types of modern technologies used by secretaries in their
profession, effect of modern technology on secretary performance.
This also talks on how this variables can be put together
to enhance productivity in all aspect most significantly in secretarial
profession.
1.6
SIGNIFICANCE
OF THE STUDY
The research believes that this study will be of immense
benefit to the following categories of people.
a. Secretaries: This study will be useful to
practicing secretaries. It will help broaden their knowledge about modern
machines because they are the people who actually make most use of these
machines in the offices, it will help motivate them in wanting to make use of
the modern machines.
b. Employers of labour: This study will
enable employers of labour to have more knowledge about the modern machines and
will give them a focus in acquiring these machines for use by their secretaries
for grater productivity in their business activities..
c. Future Researchers: This study will
serve as a guide to the future researchers who will need to study and expand on
the same topic. It will serve as data or source of information.
d. Employees: This study will enable the employees
to make use of the modern machines to communicate smoothly. Two people can chat
via a computer when they are both connected. It brings secretaries all over the
world into contact with each other.
1.7 DEFINITION OF TERMS
Modern machines:
These refers to the usage and knowledge of tools, machines, techniques, crafts,
systems or methods of organizing in order to solve a problem or perform a
specific function.
Productivity:
This is the ability to produce things of economic value. The art of being
fruitful.
Manually:
Work done with high degree of human labour
Efficiency:
The ability to perform duties well to produce the desired or satisfactory
result.
Sophistication:
Having to do things with latest improvement and refinements e.g modern machines.
Implementation:
To carry out a plan into action.
Displacement: To
put a person out of his usual position and be replaced by a machine.
Policies:
Plan of action made by business company to meet aims and objectives.
Secretary:
An individual employed to keep the records of the meetings of an organizations
and to write or answer letters on this behalf.
Professional secretary:
A person employed to be in charge of the clerical, organizational and
administrative functions of the organization
Government: A
political authority who have the power to make and enforce laws for a country
or area.
Government Parastatals:
A group of people established to perform a function usually associated with a
government and under its direct control.
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