ABSTRACT
Communication
is an integral part of any organization be it business, social or political,
many people can do business with one another because they understand
themselves. No any production or
organizational goals can be achieved successfully without effective
communication. Communication helps to
get necessary information for a successful execution of duties. This project work will therefore try to
establish how minute writing have complementary role to play in the production
as far as communication is concerned.
Therefore, the data needed in writing this project was collected from
Federal Polytechnic Kaura Namoda through questionnaires drafted and filled
accordingly, however certain literature
and other writing materials, were also been consulted. Finally, some recommendations to the area of
the case study will be given.
TABLE OF CONTENTS
Title
Page i
Declaration ii
Approval
iii
Dedication iv
Acknowledgement v
Abstract vi
Table
of Contents vii
CHAPTER ONE
1.1
Introduction 1
1.2
Statement
of the Problem 3
1.3
Purpose
of the Study 3
1.4
Significance
of the Study 4
1.5
Delimitation
of the Study 5
1.6
Limitation
of the Study 5
1.7
Historical
Background 5
1.8
Research
Questions 9
1.9
Definition
of Terms 9
CHAPTER TWO
2.1
Introduction 11
2.2
What
is Communication 11
2.2.0 Types
of Communications 13
2.2.1 Oral
Communication 13
2.2.2 Visual
Communication 13
2.2.3 Mechanical
Communication 14
2.2.4 Telecommunication 15
2.3 Communication
Process 15
2.4 Channel
of Communication 16
2.5 The
Causes of Ineffective Communication 16
2.6 What
is Minute 17
2.6.1 Feature
of Minute 18
2.6.2 Taken
Down Minute 18
2.6.3 Kinds
of Minutes 19
2.7 Meeting 19
2.7.1 Types
of Meeting 20
2.7.2 Formal
Meeting 20
2.7.3 Procedure
in Meeting 21
CHAPTER THREE
3.1 Introduction 22
3.2 Type
of Instrument used for Data Collection 22
3.2.1 Primary
Sources of Collecting Data 22
3.2.2 Questionnaire 23
3.2.3 Interview 23
3.2.4 Observation 24
3.3 Population
of the Study 24
3.4 Sample
of the Study 24
3.5 Method
of Data Analysis 24
CHAPTER FOUR
4.1 Introduction 26
4.2 Data
Presentation and Interpretation 26
4.3 Findings 37
CHAPTER FIVE
5.1 Summary 36
5.2 Conclusion 37
5.3 Recommendations 38
References 40
Appendixes 41
CHAPTER ONE
INTRODUCTION
1.1 INTRODUCTION
Production
transact business through communication to both within and outside their area
of operation. The business transacted
can be relevant to their set objectives in one-way or the other there is no
doubt that such business transaction need to be coordinated for future
references and smooth running of the production such coordination can not be
possible without coming together of good management or appointed representation
of the said production to discuss approved procedures that will pursued the
successful conduct of the affairs of that production. In fact that is where meeting becomes
necessary, during which all the affairs transpired need to be recorded i.e
minute are kept for future references.
As
one of the most important futuristic document to every organization with
particular concern to Polytechnic minute writing become interested to the
researcher.
Omotosho
(1987) define communication as the “process by which information passed between
individual or organization by means of previously agreed method (either verbal
or writing):.
Webster Merriam (1987) define minute
as ‘a written record of the business transacted of a meeting”.
Sharman (1978) defined communication
as “the tread that links all members of group.
It is the force which keep an organization together, it also makes
living together possible”.
According to Hall (1976)
communication is “the act of any natural or artificial means of conveying
information or giving instructions”.
According to Chuden (1978) says
communication as the “process of transmitting or passing a message ideas and
information in order to influence human behaviour of the receiver”.
Lukman (2006) define communication as “a message that is send to
some one for example, making telephone calls, or by sending a letter or a fax”.
Tahir (1988) defined communication as
“the process for signs in such a way as to help a receiver (audience) perceives
a meaning or understanding similar to that in the mind of the communicator
(sender)”.
1.2 STATEMENT OF THE PROBLEMS
Minute
writers preparing to take down minute of meetings, the point to remember the
exercise of your skill in sorting out the opinion, discussion and occasional
“red hearings” from the real decision reached if there is voting the number of
votes are counted, there must be shown, it was observed that in almost all
production confidential secretary or minute writer’s are not appointed or
assigned to perform others duties to typing only. All production causes some of the minute
writers to be ineffective.
1.3 PURPOSE OF THE STUDY
The
purpose of this project is to find out the role of confidential secretaries,
before, during and after the meeting.
The
objectives behind this research are as follows
1.
To
study the methods available in writing down minute of meeting
2.
To
map out strategies for effective and accurate method of taking down minutes of
meeting
3.
To
find out causes and factors that militates against the effective utilization of
confidential secretaries during meeting.
4.
To
find out problems encountered while taking down minutes of meeting etc.
1.4 SIGNIFICANCE OF THE STUDY
The
research will help the federal polytechnic Kaura Namoda to improve the ability
of their secretaries in minute writing
The
researcher will also create awareness to other secretarial staff of their
importance in taking down minutes of meeting as well as the necessary
procedures and skill in minute writing
The
study will also serve as a means of educating other researchers who are willing
to take up topic in communication similar to this one.
1.5 DELIMITATION
The
research finding was affected by the following reasons:
i.
In
sufficient research materials such as paper presentation, books, magazine,
journals and seminars.
ii.
Lack
of sufficient funds at the disposal of the researcher
iii.
The
people’s habit especially when they asked question by a researcher, they
refused to give a reliable answer to questions for the reason best know to
them.
1.6 LIMITATION
This
study has a very limited scope. It focuses
only on the effect of good communication vis – a – vis in the Federal
Polytechnic Kaura Namoda only.
1.7 HISTORICAL BACKGROUND OF THE
CASE STUDY
The
Federal Polytechnic, Kaura Namoda, Zamfara State was formulated, established by
the then Executive President of Nigeria Alhaji Shehu Shagari in June 1983 vide
a decree no 33 of 25 July 1979 as amended in 1985 with others. The Polytechnic is situated in Kaura Namoda
Local Government that covers an area of 4.98 square kilometers and has a
population of 370,367 according to 1991 Population Census figures, among the
pioneer local government that was created in 1967. The objective of the polytechnic is specified
in the decree as follows; to provide full time or part time courses as
instruction and training in:
1.
Technology;
applied science, commerce and management
2.
And
in such other fields or approved learning relevant to the need of the
development in Nigeria
in the areas of individual and agricultural production and distribution.
3.
And
for research on the development of adaptation which may from time to time be
determined.
4.
To
arrange conference, seminars and the study group relevant to the field of
learning.
The polytechnic has two
campuses know as “ACADA” which is situated at the northwest of the town, while
the “MAIN CAMPUS” is situated along Shinkafi
Road, some three kilometers away from the town
campus, the polytechnic currently has five schools and these schools are headed
by directors.
To perform such other
function as opinion of the Council may serve to promote the objective of the
polytechnic. The Rector was in charge of
the polytechnic. The first Rector of the
Federal Polytechnic Kaura Namoda was in person of Alhaji Ja’afar B. Ango (1983
– 1991) Engr. Lugard A. Ahmed is the present Acting Rector of the
Polytechnic. The Federal Polytechnic
Kaura Namoda comprises of five school namely:
1.
The
School of Science and Technology comprises of the
department of Science Laboratory Technology, Catering and Hotel Management Food
Science Technology, Maths and Statistics and Computer Science.
2.
School of Environmental
Studies comprises of Architectural Technology, Quantity Survey and
department of Building Technology
3.
School of Business and Management Studies it has
department of Business Studies, Office Technology and Management, Accountancy,
Banking and Finance, Marketing and Public Administration.
4.
School
of Engineering Technology; comprises of Electrical/Electronic Technology, Civil
Engineering and Mechanical Engineering Technology.
5.
School
of General Studies; comprises of department of Pre-ND BAM, Science and OTM.
The Polytechnic also runs
a Consultancy Unit which is headed by a director and it runs part-times
programmes such as certificate courses in Public Account and Audit, Public
Administration, Electrical/Electronic Engineering, Computer Science and OTM,
while the diploma course in Public Administration, Public Account and Audit,
Computer Studies and Islamic Studies respectively.
1.8 RESEARCH QUESTION
In
any project or research of this nature a researcher must raise certain issue
and ask certain question viz:
1.
How
does the secretary’s position in a production affect his competence in writing
minute?
2.
What
are the reason for not giving confidential secretaries opportunity to take
minute of meeting?
3.
What
are other duties to be performed by confidential secretary apart from typing?
4.
To
what extent is taking minute of meeting included in the schedule of
confidential secretary?
1.9 DEFINITIONS OF THE TERMS
1. Communication: is the process of sending understandable
message and receiving understandable feedback.
2. Minute:
is the formal record (short and concise proceeding of what was discussed
at the meeting).
3. Meeting:
refers to an assemble of people for a particular purpose, especial for
formal discussion.
4. Secretary: A person who employed in an office or who has
mastering of the secretarial skill, usually working for another person dealing
with filling, typing, letters, answering telephone calls, receiving visitors,
writing minute of the meeting.
5. Production: Is the part of productive process as those
engaged in manufacturing enterprises.
6. Orgnisation: The organized group of people or institution
7. Achievement: Producing the intended result
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