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).