ABSTRACT
This study centred on self-organization and time management skills on the job performance of secretaries. Population under study was secretaries. Population under study was secretaries of New Nigeria Bank Plc, Lagos. The purpose of the study was to find out how secretaries can enhance their job performance and contribute more effectively to the achievement of organizational goals if they manage their time properly. From the analysis of data collected, it was concluded that secretaries’ inability to manage their time effectively and efficiently leads to poor performance on the job. Based on the conclusion from this study, it was recommended that secretaries should avoid anything that might waste time at work so that they can perform their job more creditably thereby contributing more effectively to the achievement of the organizational goals.
CHAPTER ONE
INTRODUCTION
1.1 Background of The Study
In any organization time is rated very highly. A secretary that does not work with time cannot be productive in an office. So the secretary must know how to manage her time properly, as well as that of her boss to be to be able to achieve the organizations set goals. Time can be described as the one commodity that is unbiased, available to all in equal amounts, it does not cost us anything monetarily, and is completely at our own disposal. We cannot store it, we cannot spend it in advance, we never seem to have enough of it and it is not possible to retrieve it once used. Time wasting on the other hand has been observed as the major cause of secretary’s poor performance on the job. Good secretaries are those who can manage themselves as well as others. Time according to Bennett (1989) is the inexplicable raw material of everything.
Time can be given different definitions. In a day of 24 hours sometimes we hear some people say that the day is too slow while others say it is fast. Even a year can be said to be can be said to be long or too short. It is a popular saying that time is money. Invariably, it is important that time should be properly utilized or well managed. An efficient secretary arranges her day’s work according to priority in order to meet up with the boss’s target, thereby achieving greater result in the work place. Aromolaran (2000) identified time waters as in efficient procedures for handling tasks that must be done.” He further explained that time wasters are also regarded as those vices which prevent office workers from accomplishing desired goals at the appropriate time. A good secretary is one that always accepts responsibilities without grumbling, and should be able to carry out the work without supervision. Akinola (1999) defined a “secretary as a very important person in an organization” and further explained that his/her contribution can either enhance or mar the efficiency and effectiveness of an organization.
Time is universally static irrespective of geographical location. There are 24 hours in a day all over the world. This has remained constant. However, our activities are numerous; so to achieve all our goals within the limited time depends on how we manage the time available for us. Managing one’s time can efficiently and effectively lead to a better performance, both at work and at home. Time in an organization is an intangible factor of production that cannot be reclaimed once lost. Time is our most precious asset, yet we mismanage it. Ultimately, the efficiency and effectiveness of any organization, whether private or public sector, largely depends on the effective utilization of the available scarce resources by its employees.
It should be noted that one of the greatest challenges of the Nigerian bureaucracy is non-performance of the civil service. It seems that there is never enough time in a day. But, since we all have 24 hours in a day, a question that comes to mind is, why do some people achieve much more with their time than others, especially in the public service? The answer lies in good time management. A popular musician – Mike Okri- in a music album titled ―Time Na Money‖ emphasized the need to covert time to money. The phrase “time is money” is essentially true. Unfortunately, time doesn’t always equal money. In the same vein, the musician further stated that ―money don ‘t fall from Heaven, if you do better things, money will come and don’t spend your time in gossiping‖.
Time is continually passing but that doesn’t mean one is continually making money or being productive, this depends on how one manages the available time and what one does with it. The highest achievers manage their time exceptionally well. The perceived poor service delivery in the public service of Nigeria, due to poor time management, has provoked a series of studies geared towards ameliorating the ugly situation, which some scholars have attributed to the common challenges of the Nigerian federation(Igbokwe-Ibeto and Egbon, 2012).
It appears that in spite of efforts of previous administrations to transform the civil service, majority of the public servants spend their limited time attending to unproductive services, hence little or nothing have changed in the Nigeria public sector in terms of service delivery. The service still remains the same as their performance and productivity are still below expectations; efficiency and effectiveness are virtually absent(Igbokwe-Ibeto and Egbon, 2012).Good time management requires an important shift in focus from activities to results. It is a truism that, being busy isn‘t the same as being effective. As important as time management is, within an organizational context, it has often been overlooked in analyzing organizational behaviour especially in the public sector.
1.2 Statement of The Problem
The researcher in the course of her discussion with some secretaries discovered that a lot of them close very late from their offices due to heavy work load which however spill over to the next working day.
This problem arose due to the inability of some secretaries to plan their work in order of priority. This observation brought about the need to examine the roles being played by secretaries in improving their job performances, thereby achieving the organizational set goals and objectives. Sometimes, some secretaries do not go for lunch because of pressure of work. Despite tight schedule of work, some secretaries still manage their time very well and succeed in meeting the required targets.
The problem of this study was to determine the effect of self-organization and time management on job performance of secretaries in New Nigeria Bank Plc, Lagos. This problem arose due to the inability of some secretaries to plan their work in order of priority. This observation brought about the need to examine the roles being played by secretaries in improving their job performance, thereby achieving the organizational get goals and objectives.
Sometimes, some secretaries do not go for lunch because of work. Despite tight schedule of work, some secretaries still manage their time very well and succeed in meeting the required target. The problem of this study was to determine the effect of self-organization and time management on the job performance of secretaries in New Nigerian Bank Plc, Lagos.
1.3 Objectives of The Study
The purpose of this research work is to view critically the effect of self-organization and time management on the performances of secretaries in an organization. The researcher intends to find ways secretaries can meet up with organizational set goals and objectives if they manage their time effectively. It is very necessary for secretaries to learn how to manage time effectively in order to meet up with deadlines and targets. Secretaries should organize their time properly as well as that of their bosses.
i to determine extent to which self-organisation improves efficiency and productivity of workers in the office environment;
ii to investigate the extent to which time management impact on the work of performance of employees in office environment; and
iii to inspect the extent to which prime time management, planning, prioritization and time scheduling influence rate of work turnover of employees in the office.
1.5 Research Questions
i. what is the extent to which self-organisation improves efficiency and productivity of workers in the office environment?
2. What is the extent to which time management impact on the work of performance of employees in office environment?
3. What is the extent to which prime time management, planning, prioritization and time scheduling influence rate of work turnover of employees in the office?
1.6 Significance of the Study
This study is of great importance to secretaries in both the public and private sectors, as well as business men generally, administrators and top government functionaries engaged in one form of activity or the other. It will be highly useful to secretaries in the sense that it will help them use their time more judiciously so that they can be effectively and efficiently programmed towards achieving the organizational set goals and objective’s there by having sense of accomplishment in their chosen field.
The knowledge acquired from this study will enhance secretaries job performance and will also improve their knowledge on how to manage their time effectively, and reduce time wastage. The study has been of immense importance to both management and staff of New Nigerian Bank Plc a popular saying that time is money.
Invariably, it is important that time should be properly utilized or well managed.
1.7 Scope of The Study
It is a generally known fact that time marches on and almost every time people always say “make the best of each day”, “live every day as though it’s your last”, but such affirmations alone are not enough. We are aware that time is precious. Being able to manage time is important for those people who desperately would like more time to do all the things they want to do. You know who you are. “I wish there were more hours in a day” is one of your favourite sayings. Yet there are some people that seem to get so much done each day and still find time to relax and enjoy themselves.
The functions and effectiveness of the secretary in every business organization depends on the availability of office technologies as well as the skills and competencies of the secretary. Modern business organisations have come to appreciate the role and importance of the secretary as well as the need to providing the needed and necessary office machines and equipment for the efficacy of the secretarial functions.
1.8 Definition of Terms
EFFECTIVE: According to the Macmillan English Dictionary for Advanced Learners effective means working well to produce the result that was intended. It also means Successful, especially in producing a strong or favourable impression on people.
TIME: It is a limited period during which an action, process, or condition exists or take place. It is a period that you need for a particular activity to be accomplished.
MANAGEMENT: It is the organizing and controlling of the affairs of a business or a sector of a business.
ORGANIZATION: A group of people identified by a shared interest or purpose. It is also the coordinating of separate components into a unit or structure.
HIGH: To be at a level of great intensity. It is also the greatest, strongest or most extreme part of something.
PERFORMANCE: It is the way in which somebody does a job, judged by its effectiveness. It is also the act of accomplishing a task or the standard to which someone does a job.