ABSTRACT
The major
benefit of this study was to determine the benefits of information technology
on the job performance of secretaries employed in polytechnics in Federal Polytechnic
Oko. The population of the study consists of 74 secretaries in Federal
Polytechnic Oko. Four research questions were formulated which guided the
study. A 40–item structured questionnaire was developed and validated.
Percentage responses were used to answer the research questions. The major
findings of the study were: (1)Information technology plays an important role
in the job performance of a secretary such as storing and retrieving of
information, easy access to information (2) Information technology improve the
secretaries performance when the quality of work produced using information
communication technology is far better than manual and also saves time, improve
efficiency in output and performance, increase speed and accuracy, (3) secretaries
encounter some challenges like: technology changes the job of the secretary and inability to grow with the
use of computer, (4) changes in technology can cause job displacement of
secretaries. It was concluded that(1) there is need for secretaries to be
computer literate since it plays important role in their job (2) there is need
for secretaries to acquire skills and knowledge needed to cope with the changes
in technology since it saves their time and increase their speed and accuracy
(3) secretaries face challenges in their jobs because of changes in technology
and inability to grow along with the current trends and acquisition of the
needed knowledge to meet the changing challenges. It was recommended that (1)
lecturers in higher institutions should help their students to understand the
important role computer plays among secretaries and also enough computers
should be provided by the school authorities (2) secretaries must be dynamic
with the current packages of the computer like: Ms word, Ms Excel, Page maker
Corel Draw, etc in order to improve on their job (3) Non computer literate
secretaries need to go for training in computer in order to meet with current
changes in technology today.
TABLE OF
CONTENTS
Title
page
Approval
page…………………………………………………………..…i
Certification
page………………………………………………………..ii
Dedication
……………………………………………….………………iii
Acknowledgement………………………………………………….…..iv
Abstract……………………………………………………………………v
Table
of contents………………………………………………………..vi
CHAPTER ONE:
1.0 Introduction ………………………………………………………1
1.1 Background of the study ………………………………………1
1.2 Statement of problem…………………………………………...5
1.3 Purpose of the study……………………………………….……6
1.4 Research questions…………………………………………..….6
1.5 Significance of the study………………………………………..7
1.6 Scope of the study………………………………………………..8
1.7 Definition of terms………………………………….……………8
CHAPTER TWO
2.0 Review of Related Literature …………………………………10
2.1 The uses of information and communication Technology..10
2.2 The roles information Technology play among
secretaries……………………………………………………..…14
2.3 Impact of information Technology on the performance
of secretaries……………………………………………………..…17
2.4 Challenges facing secretaries in utilizing
information Technology…………………………………………………….…20
2.5 Summary of Literature Review ……………………………..23
CHAPTER THREE:
3.0 Research methodology ………………………………………..25
3.1 Research design…………………………………………………25
3.2 Area of the study…………………………………………..……25
3.3 Population of the study……..…………………………………26
3.4 Instrument for Data Collection ……………………………..27
3.5 Reliability and validity of the Instruments………….……27
3.6 Distribution and Retrieval of the instrument ……………27
3.7 Method of Data Analysis……………………………………...28
CHAPTER FOUR:
4.0 Presentation and Analysis of Data.…………………………29
CHAPTER FIVE:
5.0 Summary, Conclusion and Recommendations….………40
5.1 Summary of findings ………………………………….………40
5.2 Conclusion ……………………………………………….……..41
5.3 Recommendation …………………………………………..….41
5.4 Limitations of the study………………………………….……42
5.5 Suggestions for further Research………………...…………43
References…………………………………………………..……44
Appendix A statistics of secretaries in Federal
Polytechnic Oko…………………………………………………46
Appendix B: Research questionnaire ……………...……..50
Questionnaire ………………………………………….……….51
CHAPTER ONE
1.0 Introduction
By the mid 20th century, human 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.
1.1 Background of the Study
Information Technology has dramatically changed all
aspects in business and industry in modern society. These technology
developments have adversely affected the jobs of many people. To understand information
Technology, Bennett (1997) defines it as acquisition, processing, storage and dissemination
of information using computers.
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 then the volume
of office work had been small and was less sophisticated in 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 can be used to do
the job better and faster which leads to great achievements and professionalism
in the field. There has never been greater need for efficiency in business than
there is today. All kinds of business must employ modern methods in their
offices as the raw materials of an office is information, the responsibility of
an office is like 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 efficiency.
Since
the secretary is a medium through which the organizations 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 processor, computer, telephone tax 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. As a result, the naming is changing. Popular
titles now are administrative assistants, executive assistants, office manager,
coordinator and specialists. Communication skills and class are required for
tasks such as preparing conferences, working with clients and coaching staff. Secretaries
and administrative assistants will keep on playing an essential role in
majority of organizations and technical inventions cannot replace these
personal skills.
The
government has not lagged behind in the development of information technology.
According to information technology for development, an internal journal;
information technology has great relevance for government and social economic
development programs. For information Technology development of telecommunication,
infrastructure is considered to be an important pre-requisite. Information
Technology is dependent on human resource development which means development
for technical manpower. The government has introduced E-government in its
operation today and this shows the importance the government attaches to
information technology.
1.2 Statement of the Problems
There are problem encountered despite the benefits
of information technology. Even though modern technology is regard 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.
The machines are cost effective therefore some
organization do not really apply the use of some of the modern machines and
this lead to poor performance.
There is however a great loss of job from typing
pools (Rackham, 2001). Many workplaces previously manned are fully automated
and many jobs are being changed as the new technology is introduced this has
however led to reduction of employees including secretarial staff.
This study is therefore aimed at examining how
information technology could be utilized by
secretaries to be more productive in their areas of work and put in
place, possible solution that shall give the secretary the comfort to hold on
to the profession without fear of future extinction.
1.3 Purpose of the study
The major purpose of this study was to determine the benefits of information technology on the
job performance of secretaries in polytechnic specifically, the study was to;
1.
To examine the
concept of modern technology and its effect on the secretary’s performance.
2.
To examine
whether modern technology causes job displacement of secretaries in
organizations.
3.
To identity the
roles information technology plays among secretaries.
4.
To find out
challenges facing secretaries in utilizing information technology.
1.4 Research Questions
This study sought answers to the following research
questions;
1
What role does
information technology play in secretary’s job performance?
2
To what extent
has information technology improved the secretary’s performance?
3
What are the
challenges facing secretaries in utilizing information technology
4
Does modern
technology cause job displacement of secretaries in organizations.
1.5 Significance of the study
Information technology is like a magic, it must be
learned because it is a challenge. This research tends to determine and focus its
findings on the benefits attached to information technology.
Students,
lecturers, employees and managers would be at advantage to gain from the result
as it would assist in enhancing and eliminating the misconception posed by
critics who through ignorant of the secretary’s job content assure that the
computer is a substitute for secretaries.
The
secretaries would benefit mostly from the findings of the study by
understanding how information technology could enhance their performance. The
study will also be an eye opener to them, since information technology poses
threat to their career. The study will also help managers and top executives on
how best to utilize secretaries and especially on delegating their duties to
them.
The
study is also meant to help other researchers conducting research on
information technology and its impact on performance of secretaries. They would
be able to use it as a source of reference for literature review.
1.6 Scope of the Study
The study focuses on the roles information
technology plays among secretaries and also looked at he specific challenges
facing secretaries in utilizing information technology.
1.7 Definition of Terms
The terms used in this study which have unique
meaning that could be subjected to different interpretations by different
readers of this project report are as follows:
Benefit An
advantage or profit gained form
something.
Information All
types of equipment and programs
Technology Which
are used in the processing of
information (Rackham, 2001).
Job performance An
individual’s output in terms of quality
and quantity expected from every
employee in a particular job.
Secretary An executive assistant who
possesses a mastery of office skills, who demonstrates the ability to assume
responsibility without direct supervision, who exercise initiative and
judgement, and who makes decision within the scope of assigned authority (Okolo
A.N, 2012).
Business Plan
Case study
Exam Preps
Feasibility Study
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