ABSTRACT
This
research work, “The effect of poor office environment on the job performance of
secretaries” was carried out with the overall aim of finding out the efforts of
poor office environment on the secretary’ job performance.
Federal
polytechnic Oko was used for the study.
The data for this study was collected through the use of questionnaire
and direct observation. Responses to the
administered questionnaire were analyzed in tabular forms using simple
percentages.
The
outcome of the study proved that the depressing and unstimulating nature of mot
offices hence a far-reaching negative effects on the overall job performance of
secretaries. Equally, small floor space
and congested nature of some offices do not give the secretary adequate comfort
and balance to discharge their duties effectively and efficiently.
Other
problems include poor remunerations, lack of necessary equipment and noise
proof devices in most of the offices.
Based
one these findings, the researcher recommended that
(i) Offices should be stimulatingly and
comfortably furnished so as to encourage productivity and boost the morale of
the secretaries.
(ii) There should be enough floor space and if
possible, separate rooms to avoid over-crowding and cluster of materials, which
make an office to look shabby and depressed.
The
management of the Institute should establish a financial motivating scheme to its
workers and in particular the secretaries in order to boost their morale and
encourage them to stay in their employ.
Equally,
necessary office equipment and stationery should be provided to the
secretaries.
TABLE OF CONTENTS
Title page ii
Approval page iii
Dedication iv
Abstract v
Table of content vii
CHAPTER ONE
1.0
Introduction 1
1.1 Background of
the study 1
1.2 Statement of the
Problem 2
1.3 Objectives of
the study 3
1.4 Significance of
the study 4
1.5 Research
Questions 4
1.6 Scope 5
1.7 Definitions of
Terms 6
CHAPTER TWO
2.0
Review
of related literature 8
2.1 The
concept and definition of office and
office environment 10
2.2 The
Secretary and her Office duties 12
2.3 Human
relations in the office 13
2.4 The
secretary and other members of staff Relationship 14
2.5 The
Physical office environment 16
2.6 Ventilation 17
2.7 Lighting 19
2.8 Heating 21
2.9 Interior
Decoration and Furnishing 23
2.10 Music
Conditioning 29
2.11 Noise
Prof/Control 31
2.12 Mode
of communication 33
2.13 Effects
of Secretary’s Performance
due to poor office environment. 34
CHAPTER THREE
3.0
Research
Design and Methodology 38
3.1 Research Design 38
3.2 Study Area 38
3.3 Population of
the study 39
3.4 Selection of
Population/Sampling Technique 39
3.5 Instrument for
data Collection 40
3.6 Sources of Data 41
3.7 Method of
Investigation 42
3.8 Method of Data
Analysis 42
3.9 Distribution and
Return of Questionnaires 43
CHAPTER FOUR
4.0 Presentation,
Analysis and Interpretation of Data 44
CHAPTER FIVE
5.0
Findings,
Conclusion and recommendations 59
5.1 Findings 59
5.2 Recommendations 61
5.3 Conclusions 62
5.4 Area of further
studies 63
5.5 Limitation of
the study 63
References 65
Appendix: 67
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
The
work of a secretary is very delicate and confidential and as such, a healthy
office environment is necessary to enable her discharge her duties
efficiently. An understanding of the
office environment in the enhancement of a secretary’s morale vis-à-vis her job
performance is necessary in every organization.
Generally,
office environment has serious impact on the job performance of workers. The office and its appearance, condition of
work, materials available and other location, safety measures, medical care,
relationship amongst the members of staff and the boss remunerations and other
social welfare recognized to be main elements of work or office environment
which directly related to workers moral and willingness to discharge their
duties effectively.
The
secretary is an indispensable staff and as such, management has to place high
priority on how best to motivate her.
The nature of work environment invariably has direct effect on the
morale and state of health of a secretary, hence her general performance in the
discharge of her duties.
The
office environment thus influences the volume and quality of work interest and
happiness of a secretary. Office environment in the context of management has
been defined to include office building, layout furniture and equipment, the
physical conditions under which the secretary operates – lighting, heat,
ventilation, decoration, sound proof measures, safety measures, social
conditions such as relationship with other members of the staff and boss,
remuneration and welfare package, etc.
1.2 STATEMENT OF THE PROBLEM
Generally,
it is believed that when an environment is not conducive, a workers cannot
discharge his/her responsibilities as efficiently and effectively as
expected. In effect, the fundamental
duties of a secretary are highly prejudiced ad jeopardized by an averse and
unstimulating environment.
Today,
there are many problems encountered by secretaries resulting from poor work
environment which greatly affect their job performances. Amongst these is lack of private office. Secretaries most times share office with
other staff, some of which lack basic amenities befitting her status.
All
these problems will be investigated in this research and solutions proffered.
1.3 OBJECTIVES OF THE STUDY
This study is meant to investigate
the following
i. The effect of a depressing and
unstimulating nature of the office.
Environment on the secretary’s job performance.
ii. The effect of small floor space and
congested office surroundings on the secretary’s job performance vis-à-vis her
attitude to work.
iii. Other problems in the office environment
militating against effective job performance of secretaries.
iv. Recommended how best to improve the office
environment for the smooth operation of secretaries if it has serious effects
on their job performance.
1.4 SIGNIFICANCE
OF THE STUDY
The
study will in particular benefits the present and future career secretaries
whose welfare is being agitated for. It
is hoped that management will consider some of the recommendations proffered in
this research work and improve the office conditions of secretaries so that
they will hence cause to smile.
Management
on its own will benefit from the study since it will enable them to understand
the job performance of their secretaries and try to boost their morale by improving
their condition of work environment.
Finally,
this research will help in non small measure to reduce the death of the
literature in this field of study.
1.5 RESEARCH QUESTIONS
i. Does the depressing and unstimulating
nature of most office environment hence negative effects on the job performance
of secretary?
ii. Does the small floor space and the
congested nature of an office affect the secretary’s attitude to work?
iii. Are there sufficient air- conditions and
floor covering in mot offices of secretaries and what effect do they have on
their job performance.
iv. Are there adequate and regular
remuneration to secretaries?
v. To what extent does the secretary relate
with other staff in the office?
1.6 SCOPE
/DELIMITATION
This research work centres on the effects of
office environment on the secretary’s job performance. Its scope has been specifically narrowed to
the physical and social environment under which secretaries work in the federal
Polytechnic Oko. However, the researcher
met a lot of difficulties while conducting this research. Foremost of which was the time factor. The time frame under which this work was
carried out was very short in addition to his numerous class assignments.
There
was also the problem of uncompromising attitude of the respondents in filling
the questionnaire used for the research.
Finally,
financial constraints made the researcher, incapacitated to broaden the
horizons of this research work.
1.7 DEFINITION OF TERMS
OFFICE ENVIRONMENT
This
refers to the physical and social working conditions under which secretaries
work, comprising office buildings ventilation, lighting, heating, decorations,
furnishing, relationship of staff in the office, remunerations, etc.
JOB PERFORMANCE
This
is the productivity or output achieved by the secretary. It is also the quality or quantity of work
which should be attained by the secretary on a certain job. The job performance is found in appraisal and
training to assess a secretary either in his/her normal works or after
training.
SECRETARY
This can be defined as somebody who
has a unique ability to keep secret information and also has a special quality
to communicate with different classes of people and also the communication
channel between his/her organization and the public as a whole.
Also, she has an understanding of the
significance of typing documents, taking shorthand, correspondence, reports and
instructions, which pass through their heads, relieving the executive of work,
which otherwise she would have to do it with her initiative.
Login To Comment