CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
According to the topic, the key word Secretary comes from Latin word “Secret”. Originally, it means one entrusted with the secrets and confidences of a superior. Personal Secretary, being a skilled and specialized type of employee in an establishment is entrusted with some aspects of organizational functions in the unit including dealing with people, correspondence and other business matters, especially private or confidential matters.
Secretarial profession had started as far back as 1920. Prior to the advent of Technological facilities improvement, such as computer, word processor, and
Electric typewriter etc. Secretaries used reed pen in taking shorthand dictations, processing minutes and letters, that rather makes their job boring and less interesting.
During the industrial revolution at the turn of the century, businesses offices faced a paper-work crisis. And Secretary solved the crisis by adapting well to new technologies such as adding and calculating machines, telephone and electric typewriter. Today, secretaries who are also known as administrative assistants, office co-coordinators, executive assistants etc, are using computers, Internet and other advance office technologies to perform vital “Information management” functions in the modern office.
Secretaries no longer simply type correspondence for the boss. But now, they often write that correspondence as well as plan meeting, organize data using spreadsheet and database management.
In 1960’s the Information Technology came into existence, and it is a set of standards covering all processes involved in the development of an integrated computer database management.
Information system, that are used today by the secretaries in the normal execution of their routine works.
The evolution of Information Technology (IT) was traced back to the age of Abacus Computer by the Egyptians around, 3,000 BC. It was used for the systematic calculation of the arithmetic and numeric operations. At the sometime “the Boroughs Machine” has been developed to hold business information.
Later, Charles Babge developed a machine known as “Analog Computer”, this device have provision for input data, storing information, performing arithmetic operations and printing out results.
In 1970’s, the fist small computers known as “minis” and “Midis” were available which used floppy disks, Unix for storage of information and display of information that has been stored in the system. These mini Computers include IBM PC, Electric typewriter, Word processor and Apple computers. This information technology development had improved communication, unlike before whereby information were delivered through post office, which consumed a lot of time. But today with aid of information technology you can reach somebody anywhere in a matter of a minute without much stress.
In those days, there was nothing like inter-com telephones that can linked various units or departments in an organization in order to save personal secretaries time and energy spent in running errands within the organization. As against the traditional office, the modern office has a lot of activities to perform with help of modern office machines.
Moreover, these information technology gadgets act as an important tool in secretary’s job and minimize likely fraud, which could arise from numerous mathematical calculations done in the office. And the result to a greater output than that of a secretary using manual equipment.
This development in Information technology has improved he effectiveness of secretaries in attaining their objectives in various organizations.
1.2 STATEMENT OF THE PROBLEM
The problem of this study is to determine the extent the modern office equipment has helped the secretary in the performance of her duties.
In solving this problem, the researcher would investigate the following areas:
a. The job satisfaction the secretary derives from the use of this modern office equipment in performing her duties.
b. The quality and accuracy of work done using the equipment.
c. The amount of time needed to perform a task using the equipment.
d. Reduction of cost brought about by the installation of these modern office machines.