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Influence of
Communication Equipment on the Efficiency of the Secretary
ABSTRACT
This
research work was carried out to examine the influence of communication
equipment on the efficiency of the secretary with particular reference to
Nigerian Breweries Public limited company NBL/Ama Green Field 9th mile corner
Enugu.
The
theoretical frame work for this study was based on the use of related
literature. Both questionnaire, interview, textbooks, dictionary and past
project were used in data collection and the researcher made use of all
secretaries to the managers of NBL as the population of the study i.e. 35.
The data was
collected, presented and analyzed by the use of table and simple percentages.
From the data analyzed, the researcher found out that secretaries play
prominent roles in the world of modern communication and that the effectiveness
and efficiency of the secretary lies solely on the use of communication
equipment.
It was
discovered that communication equipment can never replace secretarial role in
any organization. Rather communication equipment are aids to the secretary in
facilitating her job.
The
researcher thereby recommending that secretaries should endeavor to upgrade
their skills and knowledge on communication equipment so as to equip themselves
and face the challenges of technological innovations.
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 Who Is A
Secretary
1.3 Roles Of
A Secretary
1.4
Statement Of The Problems
1.5 Purpose
Of The Study
1.6
Significance Of The Study
1.7 Scope Of
The Study
1.8
Limitation Of The Study
1.9 Research
Questions
1.10
Definition Of Terms
Chapter Two
2.0
Literature Review
2.1 The
Secretary And The Modern Communication
2.2 Basic
Communication Equipment
2.3 The
Effect Of The Communication Equipment On The Efficiency Of The Secretary
2.4 Merits
Of Communication Equipment And Their Influence On The Secretary
2.5 Demerits
Of Communication Equipment And Their Influences On The Secretary
Chapter
Three
3.0 Research
Methodology
3.1 Research
Design
3.2 Sources
Of Data
3.3 Method
Of Data Collection
3.4
Population Of The Study
3.5 Sample
Size
3.6
Instrument
3.7 Validity
Of Instrument
3.8
Reliability Of Instrument
3.9 Nature
Of The Study
3.10
Questionnaire Administration And Collection
3.11 Data
Treatment
Chapter Four
4.0
Presentation And Analysis Of Data
4.1
Percentage Analysis Of Data Collected
4.2
Interpretation Of Data
Chapter Five
5.0 Summary
Of Findings, Conclusion And Recommendations
5.1 Summary
Of Findings
5.2
Conclusion
5.3
Implication Of The Results
5.4
Recommendations
5.5
Suggestion For Further Research
References
Appendix 1
Appendix 2
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND OF THE STUDY
The word
communication is very complex and could be used in different contexts to mean
to wide range of things. Communication particularly in business organizations
provides a means by which power is required, exercised, shaped and sustained.
Generally, communication
is an act shaped by all living things. It originated from the Latin word
“communies” meaning to share. Communication is the act of imparting a share of
something.
To
emphasized on the importance of communication, Cicero (1970) said thus “If a
wise man were granted a life of abundance of materials things, so that he has
leisure to contemplate everything worth knowing, yet if he could not
communicate with other human if he could not communicate with other human
beings he could abandon life”
By John
fists (1982) “Communication is talking to one another, it is television, it is
spreading information by whatever means. It is our life style, it is literary
criticism, the list is endless.
Two schools
of though exist on communication. The process school and the sem school. Both
schools agreed on the fact that for communication to be effective, there must
be a sender, a receiver, a channel and the subject matter which is being
communicated on. There could also be noise which is anything that is being added
to the communication signals between its transmission and reception that is not
intended by sources.
Communication
in a business organization encompasses more than mere oral transmission. It
involves all the sensory, oral and written activities that form part of our
organizational life. The actualization of communication is the equipment. This
is because when instruction are communicated through the equipment,. The people
working know their responsibilities and the secretary dispensers her duties appropriately.
Thus, the organizational goal would be enhanced.
1.2 WHO IS A
SECRETARY
The word
secretary us coined from the Latin word “Secretus” which literally means “a
secret”. Perhaps it is the fact that aspect if the work of a secretary involve
keeping secrets that the secretaries are often regarded as a keeper of secrets.
The National
Secretaries Association (United stated of America) defined a secretary as “an
assistant to an executive, possessing mastery of office skills and ability to
assume responsibility without direct supervision, who displays initiatives,
exercises judgment and takes decision within the scope of her authority. There
is therefore no doubting that fact that the secretary is the wheel on which the
executive activities revolve. The secretary is often refereed to as the
executive alter ego.
1.3 ROLES OF
A SECRETARY
The role of
the secretary plays in an office is wide and varied depending on the size and
type of organization in which she is working. Technological innovation in the
office has increasingly made the work of the secretary more complex and
sophisticated though a lot easier.
However,
there are some of the routine duties a secretary is expected to perform.
ARRANGING
FOR MEETING
It is the
duty of the secretary to arrange for meetings, take accurate minutes of the
meeting and type them out neatly.
DECISION
MAKING AND PROBLEMS SOLVING
H.A. Dauda
(1993) The secretary should assist the executive in his decision making and
problem solving role. She does this by filtering calls and callers which
enables the manager to concentrate fully. She also furnishes her boss with
adequate information from files and elsewhere. The secretary should seek as the
ears of her boss when he is away and inform him accordingly when he is back.
COMMUNICATION
AND DISSEMINATION OF INFORMATION
The
secretary joins the manager in his communication processing and dissemination
of information. Modern communication and information technology can enable
people communicate locally and internationally at the shortest possible time.
Local area networks, teleconferences and caller phones are good facilitators of
both near and far distant communications. The secretary in particular plays a
great role in dissemination of information. He must give adequate and timely
information.
INTERPERSONAL
SKILLS.
Every
organization is made up of different kinds of people/business associates,
clients, peers and staffs of the organization. It believes on the secretary to
develop a good public relations skill by which she grapes quickly the mood of
views of all these people and adjust his own responses accordingly such skills
include: being a good listener, making people feel at ease and being able to
interpret the body movement and signals people display.
ORGANIZING
THE WORKLOAD
It is the
duty of the secretary to organize the method to run the daily workload of the
organization. He doubles as the manager’s receptionist, prioritizes the
procedure for handling the office mail, operates the various memory aids for
checking work progress or those awaiting responses, looking appointments and
blocking undesirable visitors and finally maintaining the manager’s diary.
MASTERY OF
THE COMMUNICATIONS EQUIPMENT
Mastery of
the communications equipment and the office equipment for use in doing the job
is vital. Also she should be able to know the objectives of the firm whether it
is profit-oriented, service oriented, operates an expansionist policy or
large-scale economics.
1.4
STATEMENT OF THE PROBLEM
Our nuclear
age is witnessing an everyday reduction in the number of staff required to
perform units of a particular operation due to the development and injection of
various communication equipment.
Based on
this development it becomes logical to ask if the communication equipment are
bringing about changes in the communication role of the secretary.
The problem
now to be death with is “Can communication equipment enhance or undermine the
efficiency of the secretary”
1.5 PURPOSE
OF THE STUDY
The purpose
of the study us to
a. Look into
the roles a secretary has to play in the m=world of modern communication
b. Identify
some of the oral and written communication equipment
c. Determine
the effect of communication equipment on the secretary’s efficiency
d. Identify
the merits and demerits of the communication equipment and their influence on
the secretary.
1.6
SIGNIFICANCE OF THE STUDY
This work
aims at establishing the roles of a secretary in the world if modern
communication. It equally aims at clearing the mind of those who think that
secretaries are never-do-well and to make it clear that there is a difference
between copy typists and trained secretaries.
Also of
importance in this study is the knowledge of the communication equipment to
secretaries. Students studying secretarial and business administration
respectively are not left out.
The research
will also try to allay the fear in some practicing secretaries and students
secretaries that advancement of communication technology will have
counter-productive effect on the role of a secretary
1.7 SCOPE OF
THE STUDY
The scope of
this study is very wide if it has to be carried out in all organizations.
Therefore, this research study will be confined to secretaries of (Nigeria
Breweries Public Limited Company/Ama Greenfield, 9th mile corner Enugu) NBL.
The company has enough of communication equipment and secretaries that operate
them.
Moreover the
research is centered on this technological age where the innovations seem to
take the position of human communication and that id a secretary in an
organization. Thus, this research could be described as a modern and computer
age study.
1.8
LIMITATION OF STUDY
It is normal
in the process of every study to encounter some difficulties. As a matter of
fact, the researcher encountered some which are not recorded but the following
were the sticking short comings that militated against the in-debt study of the
subject.
1. The
researcher had not enough fund for transport.
2. Lack of
efficient time for the study and the problem of procuring accurate and relevant
data.
3. It is
also disheartening that the research found fellow secretaries non-cooperatives
even to be engaged in an interview.
By and
large, a substantial number of them were cooperative.
1.9 RESEARCH
QUESTIONS
The
questions are intended to point more on the topic and accordingly supply
answers to them
1. What are
the roles that a secretary plays in the world of modern communication
2. What are
the communication equipment (oral and written) to be found in a secretary’s
office.
3. Are the
communication equipment bringing about effect on the efficiency of the
secretary.
4. Can a
secretary cope with such effect/changes brought about by the communication
equipment
5. Are the
communication equipment of any advantages or positive influence on the
secretary.
6. DO
demerits of communication equipment have influence on the secretary.
1.10
DEFINITION OF TERMS.
EXECUTIVES
ALTER EGO: This means an assistant to the executive who possesses a mastery of
office skills, demonstrate the ability to assume responsibilities with or
without direct supervision.
TECHNOLOGICAL
INNOVATION: These are the modern sophisticated devices that gave communication
very wonderful boost.
LOCAL AREA
NETWORK (LAN): Is the linking of devices together for sharing information with
the aid of terminals.
NEVER-DO-WELL:
This means unimportant and worthless. Thus, the secretary is not never-do-well
but indispensable in every organization.
MEMORY AIDS:
These are those things/documents which a secretary uses to record appointments
viz: diary. Appointment cards, induced memory aid, telephone pad, private
notebook, reminder schedule, calendar, mnemonic devices and pocket computer.
NUCLEAR AGE:
This is the scientific era when weapons and innovation are in vogue
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