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Abstract

The current trend in Office Management has made Information technology indispensable in this modern age. Though, new innovations and technologies are being introduced on daily basis, there are still certain challenges that are being faced in Nigeria and generally, the developing countries, in the course of coping with the global demand. Also, considering the expectations required of Office secretaries by the larger society. There is the need for a review study that will bring to fore the various prospects of IT and challenges encountered by secretary.

CHAPTER ONE

INTRODUCTION

  • Background of the study

Information technology as defined by the Information Technology Association of America (ITAA) is the study, design, development, implementation, support or management of computer based information systems, particularly software applications and computer hardware”. It deals with the use of electronic computer software to convert, store, protect process, transmits and securely retrieved information.

It has been observed that the term Information technology has been broaden explicitly to cover the field of electronic communication and therefore it is abbreviated as ICT (Information and Communication Technology), and it can also be referred to as IT and standing for Information Technology. Consequently, whether it is Information Technology or Information and Communication Technology, we are simply refereeing to one which preferably the researcher calls the Information and Communication Technology (ICT). Information and Communication Technologies has today virtually become synonymous with the computer. It is the technology that supports activities involving the storage, manipulation and communication of information, which has been integrated into one easy to use system of data processing, delivery and management. Muhammad,(2007). Ngurukwem, (2005) observed that ICT is a convergence of technologies that include the computer and microprocessor technology, communication satellite technologies and networking technology. However, there are some problems associated with the ICT which include; introduction of malicious code, acts of terrorism, system hardware and software  failure and natural or environmental disaster, attacks on the system by external networks or hacker, users initiated issues either through error or malicious act, et cetera. Therefore, strategies have to be employed in order to prevent this danger for suitable development.

There is no doubt that the Secretary remains the life-wire of any organization. Contributions and effectiveness of a secretary depends on how he/she can cope with the modern technologies. However, with the development of new technology, secretarial profession is becoming increasingly challenging and more sophisticated compared with the common traditional role of Secretaries. The science of computing has developed quickly and large, therefore, the researcher feels it is important to understand the problem associated with ICT applications on the secretary’s profession, recognizing the vital roles secretaries play in organizations.

 1.2 STATEMENT OF THE PROBLEM

The arrival of Information and Communication Technology (ICT) has assisted Secretaries in no small measure in the effective and efficient performance of Secretarial dutiesIn today’s office, traditional job like filing, keyboarding reprography, treatment of incoming and outgoing mail and other clerical activities have now lent themselves to automation. Attention is now shifting from the usual traditional secretarial skill to a more modernized practice. The central focus of this study is to examine the problems associated with Information and Communication Technology and its effects on Secretaries.

However, the specific problems to ICT operation are fraudulent misuse, viruses, hackers, unauthorized users activity, unprotected downloaded files.

Information and Communication Technology in recent years has created a great deal of opportunities to Professional Secretaries, considering the current rapidity in the growth and use of ICT, there is a reasonable prospect that  Information and Communication Technology will drive  all duties/ tasks of the Secretaries in  every organization in the sense that in no distant time, every office work will done using one ICT equipment or the other  and that implies that the service of a Secretary who has no expertise in using or operating the Information and Communication technologies will not be useful.

Again these advancements in communication technologies have led to the need for secretaries to reposition themselves in order to continue to be relevant in their performance of office functions as well as cope with the trend of technological changes in today’s modern offices.

1.3   THE OBJECTIVE OR PURPOSE OF THE STUDY

Therefore the purpose of this study is to identify the impact of modern office equipment on the job performances of secretaries in NB Plc – Enugu.

  1. The extent the modern office equipment enhances or has enhanced the job performance of secretaries in the discharge of her duties in NB-P Enugu.
  2. The accuracy of work done using these equipment’s.
  3. The quantity of time spent or needed to perform a task using these equipment’s.
  4. The reduction of cost brought about by the installation of these equipment
  5. The job satisfaction the secretary derives from the use of these equipment in performing her duties.
  6. The job security of secretaries with the acquisition of these modern office communication equipment

1.4 DELIMITATION OF THE STUDY

This study is limited only to NB Plc – Enugu and other manufacturing industries in Enugu state and seek to find out the effect of modern office equipment on the job performances of secretaries in manufacturing industries.  The category of people to be studies in NB plc Enugu is:

  1. Designated employed secretaries
  2. Clerks whose function has been enveloped by modern office equipment
  3. Managers
  4. Operatives.

 

1.5 RESEARCH QUESTIONS

The following questions were designed by the researcher to enable her reach conclusions such as:

  1. How far as the modern office equipment enhanced efficiency in secretarial duties in manufacturing industries especially in NB plc-Enugu?
  2. To what extent has the use of these equipment assisted the secretary in the discharge of her duties?

iii.      How accurate and qualitative is the work done using these equipment in manufacturing industries.

  1. What are the problems the secretaries encounters in the use of these modern office equipment.

1.6 SIGNIFICANCE OF THE STUDY

It is hope that by the end of this research work, the researcher   would identify the major challenges of information and communication technology to modern secretaries and thus: Identify strategies for modern secretaries to meet these challenges.

Increase public awareness in information and communication technology as it concerns secretarial staff. Encourage organizations on the training of their secretarial staff in the area of information and communication technology to enhance efficiency and effectiveness in their duties.

1.7 DEFINITION OF TERM

Secretary

A secretary or personal assistant is a person whose work consists of supporting management, including executives, using a variety of project management, communication, or organizational skills..

Communication equipment

Telecommunications equipment is hardware used for the purposes of telecommunications..

Efficiency

Efficiency is the (often measurable) ability to avoid wasting materials, energy, efforts, money, and time in doing something or in producing a desired result.

 1.8 ORGANIZATION OF THE STUDY

This research work is organized in five chapters, for easy understanding, as follows

Chapter one is concern with the introduction, which consist of the (overview, of the study), statement of problem, objectives of the study, research question, significance or the study, research methodology, definition of terms and historical background of the study. Chapter two highlight the theoretical framework on which the study its based, thus the review of related literature. Chapter three deals on the research design and methodology adopted in the study. Chapter four concentrate on the data collection and analysis and presentation of finding.  Chapter five gives summary, conclusion, and recommendations made of the study.

 

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