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Effects of
Modern Information Technology on Yesterdays Secretaries
ABSTRACT
This
research has been carried out to discover the impact of modern information
technology (IT) on the job of the effect of modern information technology on
yesterday’s secretary focus on public and private metropolis, Enugu.
The
theoretical frame work for this study was based on the use of related
literature. Both questionnaire, interview, lecturer notes, textbooks,
dictionary and past project were used in data collection and the researcher
make use of all the categories of secretaries of public and private
organization as the population of the study.
The data was
collected, presented and analysed by the use of table and percentage form. From
the data analysed, the researcher found out that there has been a great
improvement in the secretarial service of yesterday’s office based on the
automation they uses.
It was
discovered that information technology can never replace secretarial role in
any business organization. Rather the modern equipment is an aid to the
secretary in facilitating her job.
The research
thereby recommending that every secretary should endeavour to upgrade their
skills and knowledge on modern technology so as to equip themselves and face
challenges of information technology.
TABLE OF
CONTENT
Title Page
Approval
Page
Dedication
Acknowledgement
Abstract
Table Of
Content
Chapter One
1.0
Introduction
1.1
Background Of The Study
1.2
Statement Of The Problem
1.3 The
Purpose Of The Study
1.4
Scope/Delimitation Of The Study
1.5 Research
Questions
1.6
Significance/Rational Of The Study
1.7
Definition Of Terms
Chapter Two
2.1 Review
Of Literature
2.2
Historical Background Of The Secretary
2.3 Who Is A
Secretary
2.4 The
Effect Of Modern Information Technology On Yesterday’s Secretary
2.5 Types Of
Information Technology Used In Office
Chapter
Three
3.0 Research
Design And Methodology
3.1 Research
Design
3.2 Area Of
Study
3.3
Population Of The Study
3.4 Sample
And Sampling Techniques
3.5 Research
Instrument
3.6 Method
Of Data Collection
3.7 Method
Of Data Analysis
Chapter Four
4.1
Presentation And Analysis Of Data
4.2
Percentage Analysis Of Data Collected
4.3
Discussion Of Findings
Chapter Five
5.0 Summary
Of Findings, Conclusion, Implication And Recommendations
5.1 Summary
5.2
Conclusion
5.3
Implication Of The Results
5.4
Recommendation
5.5
Suggestions For Further Research
5.6
Limitation Of The Study
Reference
Appendix I
Appendix Ii
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND OF THE STUDY
It is an
indisputable fact that there is at present a wide spread of technological
revolution in ways and means of rendering office services. For the fact that
secretaries are the backbone of business organizations, this revolution seems
to have affected them more than any other group. Yesterday’s secretaries are
therefore witnessing new changes and challenges in their jobs and
responsibilities.
These
changes have also reflected in the tools of rendering secretarial services and
the environment in which the services are rendered.
The office
is a nerve center of every organization and its functions have not changed over
the years but the responsibility placed on an office and the expectations from
it has drastically sky rocketed. The modern office, like the primitive office,
collect information, records information, protect the business and safeguards
its assets. However, the world we live in is a place were the only thing that
is constant is change. Office methods and services are daily going more
technological and the volume of materials to be handled are daily increasing.
In addition,
the reaction or response time expected of the office worker is now shorter than
what it has been in the recent past. There is, therefore, the need for office
administrators, which includes the yesterday’s secretary, to cope with the
increasing quantity and quality of services required in today’s modern offices
which modern information technological instrument and machinery are handling
effectively.
Over the
years, there have been some changes in the status and work of secretaries. With
this ever-changing role, has come the introduction of modern information
technology variously called automated office, electronic office, mechanized
office, paperless office, people less office etc.
Today, the
secretary is expected to combine, in addition to his traditional role of taking
dictation, typing, keeping records and appointment, the responsibilities of an
office manager. More importantly, he should be versed on the operation and
efficient use of such modern information and communication equipment like
electronic (memory) typewriters, electronic notebooks, electronic filing system
that makes use of disc, word processors, fax machines, microfilm equipment,
teleprinters, computer etc.
Thus, this
sophisticated nature of today’s office is such that an ill-equipped secretary
stands the risk of being displaced as the global match as both private and
public organizations gather momentum, unless he is retrained.
However, at
the present, opportunities for high education is gradually widening, as could
be witness in some colleges of education, most Polytechnics and some
Universities. But these opportunities, do not guarantee that the secretary will
be adequately armed and exposed to meet with the demands of the fast growing
high technology in the modern business offices.
The effect
the introduction of the modern information technology is making on the job of
yesterday’s secretaries has attracted the attention of many including the
educational planners and the practicing secretaries themselves. The new
generation office executives also appreciate the benefits of office technology
in the area of documentation, data processing, communication, storage and
retrieval system done by secretaries almost effortlessly and with jet speed.
Motivated by
the ideals, afforded by the use of modern office technology and the gap between
what is on the ground in the country an what supposed to obtain and most
importantly the effect of this development to yesterday secretaries, an
investigation has been considered necessary by the researcher.
The
researcher therefore intends to explore the effect the modern information
technology has done on the job of yesterday’s secretaries in both public and
private organizations and to use the findings as basis to discover how an
availability of similar equipment in our schools where today’s secretaries are
trained. The researcher equally hopes to prove that the computer as part of the
modern information technology, in the form of word processor, personal computer,
electronic typewriter, telecopies, fax machine, etc, does not displace the
secretary’s role but has come to enhance her performance on the jobs and
elimination of drudgery. Also the researcher hopes to position the dangers
these modern information technology has on yesterday’s secretary who refuses to
embrace the demands of this modern age.
Finally, to
prove how technological advancement have provided the secretary with the
necessary tools needed to have all her routine tasks performed automatically.
This leaves her free for more creative work which in turn increases individual
and collective productivity and promotes the best climate for maximum
efficiency.
1.2
STATEMENT OF THE PROBLEM
Due to the
complexity of office services, technological devices are becoming indispensable
in modern organizations. Hence, office automation is a necessary technology in
any set-up or firm.
Before the
advent of information technological devices, the secretary was considered an
indispensable member of the office. We can be that the secretary’s work is
affected in one way or the other by the introduction of these devices. Thus,
automated services have come to enhance the secretary’s performance and
productivity.
On the other
hand, one would ask whether technology would indeed provides solution to the
drudgery and monotony of secretarial practice of yesterday’s. will it not make
additional demands on the yesterday’s secretary in terms of skill training (in
keeping abreast of development) and will not indirectly lead to loss of jobs of
some).
It is to
these questions that this research work intends to address itself. This project
will attempt to enumerate the advantages of technological advancement as well
as the disadvantages, with particular reference to the role of the secretary.
1.3 PURPOSE
OF THE STUDY
The main
purpose of this is to investigate the effect of modern information technology
on yesterday’s secretary. Specifically the study intends to:
1. Find out
if yesterday’s secretary can fit into today’s modern office.
1.4 PURPOSE
OF THE STUDY
The main
purpose of this study is to investigate the effect of modern information
technology on yesterday’s secretary. Specially, the study intends to:
1. To find
out if yesterday’s secretary can fit into today’s modern office.
2. Find out
whether modern information technology has replaced manual systems used by
yesterday’s secretaries.
3. To
ascertain whether modern information technology has come to displace the role
of the secretary.
4. To
investigate how modern information technology reduce the work load of the
secretary.
1.4
SIGNIFICANCE OF THE STUDY
It is hoped
that at the end of this study that both present and future secretaries will
realize whether modern information technological advancement has come to
eradicate their roles or to increase their efficiency and productivity. It will
also enlighten the readers that modern technological advancement represents an
evolution of ofiice equipment and thus the job security of the secretary need
not be jeopardized.
In most
companies, both private and public, secretaries are being over-loaded with a
lot of activities, a situation which leads to over working, just because they
lack the knowledge of modern technology. This scientific study will help to
enlighten, organization on the need for training their secretaries. On these
modern devices for more efficiency and productivity.
In addition,
the researcher will be afforded the opportunity of getting more versed on the
topic. And finally, it will also serve as a source of literature to those who
may get interested researching in this or other related areas.
1.5 SCOPE OF
THE STUDY
This
research work is expected to cover the secretaries of selected public and
private organizations in Enugu metropolis.
– find out
whether modern information technology has replaced manual system used by
yesterday’s secretaries.
– Ascertain
whether modern information technology has come to displace the role of the
secretary.
– To
investigate how modern information technology have reduced the work load of the
secretary.
1.7
DEFINITION OF TERMS
Technology –
This is the study, mastery and utilization of manufacturing and industrial
methods, systematic application of knowledge to practical tasks in industry.
Automation –
It is the implementation of processes by automatic means Programme – A
programmes a set of actions or instruments that a machine is capable of
interpreting and executing.
System –
This is an assembly of computers united by some form of regulated
interpretation to form an organized whole.
Input –
Pertaining to a device, process or channel involved in any input process or to
the data or state involved in any input process.
Output –
Pertaining to a device, process or channel or to the data or states involves in
an output process.
Data – It is
a representation of facts, concepts or instruction in a formalized manner
suitable for communication, interpretation or processing by human or
technological means.
Word
processing – This is a text editing unit design for preparation, storing and
dissemination of text initiated on typewriter – like devices.
Manual –
Things done with hands.
Computer – A
computer is an electronic device, which is capable of doing things at high
speed, of making certain decision, storing and analyzing data.
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