APPRAISAL OF THE CONTRIBUTION OF MODERN COMMUNICATION EQUIPMENT ON JOB PERFORMANCE OF SECRETARIES

APPRAISAL OF THE CONTRIBUTION OF MODERN COMMUNICATION EQUIPMENT ON JOB PERFORMANCE OF SECRETARIES

(A CASE STUDY OF YOBE STATE UNIVERSITY)

ABSTRACT

This study appraise the contributions of modern communication equipment to job performance of the secretary in Yobe State University. This research work is made up of five chapters with chapter one covering introduction, background of the study, statement of the problem, purpose of the study, research questions, significance of the study, limitation of the study and definition of terms. Chapter two deals with review of related literature, importance of the modern communication equipment, what is modern communication and general problem in the maintenance of modern communication equipment. Chapter three is concerned with research design and methodology, population of the study, sample size and sample procedure, description of instrument, method of data collection analysis. Chapter four covers data presentation, analysis and discussion of findings, the final chapter which is chapter five gives the summary and conclusion to the entire research work and makes possible recommendations on the contributions of modern communication equipment to job performance of secretaries.

CHAPTER ONE

1.0       INTRODUCTION

Since the beginning of writing language, societies have performed the administrative functions that today are called office work. Business transaction have been recorded, there has been writing oral communication, information has been stored and retrieved, calculations have performed, decisions have been made.

The arrival of new technology changed the way these were performed. The invention of paper link and movable typewriter, a variety of mechanical and electrical devices had an impact. The typewriter and photocopying machine change written communication, and the early business computer changed how certain high-volume transactions were handled. Despite the change they brought, none of these technologies fundamentally altered labour intensive character of office procedures and improved productivity yet typing continued to be highly labour intensive until automation typewriters and later, word processor were introduced.

Most offices now have an amazing array of modern communication equipments such as computer systems, fax machine, mobile telephone and all manners of advanced telecommunication method combine to make communication very fast and very simple. Technology advances at an incredible speed, challenging the traditional roles in an organization. In many ways the job is much easier. There is no pains tricking, retyping of letter and documents, when the boss changes his mind over a word; the word processor has provided the means of work to be changed quickly. It is far quicker to send a fax or an electronic message halfway across the world, knowing that it will arrive instantaneously without subjection to the vagaries of the mail.

These modern communication equipments or technologies require set of skills and different secretaries have to understand computers, how they functions and how to make the best of them for efficiency and job satisfaction. The role of the secretary has expanded dramatically over the past twenty years as the technological evolution has made its impacts on the office and environment. With the advent of the electronic office and the changes it brings, today’s Secretary needs to be a centre on technology. Traditional duties have been enhance, the job has developed into a key role in the organization and the secretary now holds valuable position. It is against this background that this study seek to appraise the contribution of modern communication equipment on job performance of secretaries, a case study of Yobe State University.

1.2       STATEMENT OF THE PROBLEM

The researcher realized that the office work and efficiency profession will continue to lose its vitality in producing famous and contemporizes professionals in the labour market if the training of modern secretaries does not met up with the challenges ahead. In other words, the secretary cannot perform effectively, if not expose to the increasing technological advancement in Nigeria as follow: Job performance of secretaries may be impacted by vague expectations, barriers to access, medical conditions personal circumstances or job dissatisfaction. Determining the origins of unacceptable performance is the first step toward making necessary improvement. Following are typical factors that impact performance and options and resources and options and considered.

The quality of ventilation and air inside offices, schools, and other work places is important not only for their workers comfort but also for their health. Poor ventilation and air quality has been tied to symptoms like headaches, and irritation concentrating and irritation of the eyes, nose, throat and lungs. Also, many factors affect ventilation and air quality. These factors include poor ventilation (lack of outside air).

Problems controlling temperature, high or low humidity recent remodeling, and other activities in or near a building that can affect the fresh air coming into the building. Sometime specific contaminants like dust from construction or renovation, mold, cleaning suppliers, pesticides, or other airborne chemicals released (including small amounts of chemicals released as a gas over) may cause poor indoor air quality. Also Merriam –Webster dictionary defines the quality of being efficient as the “productive of desired effects, especially: productive without waste can efficient worker)”. When workers or organizations have problems in efficiency, success in the terms of profit and quality can be compromised.

Most efficiency issue can be resolved by using quality control methods to create awareness of which main areas contain the weakest links. Many efficiency  problems can be blamed on poor time-management issues. Also lack of efficiency in managing cash flow can cause insolvency, which can then lead to bankruptcy. Problems begin when companies face unanticipated expenses and loss any safety cushion, or when not enough money exists to expand the company or hire quality staff.

1.3       PURPOSE OF THE STUDY

The main purpose of this study is to appraise the contribution of modern communication equipment on job performance of secretaries; a case study of Yobe state University.

The specific objectives of the study is to

1. To determine how skilful and knowledgeable the staff are in the use of modern communication equipment in Yobe state university
2. To examine the contribution of modern communication equipment to job performance of secretaries in Yobe State University
3. To determine ascertain the level of computerization/automation of Yobe state University
4. To determine the challenges associated with the use of modern communication equipment in Yobe state University.

1.4       RESEARCH QUESTIONS

1. How skilful and knowledgeable are the secretaries in the use of modern communication equipment in Yobe state university
2. What are the contributions of modern communication equipment to job performance of secretaries in Yobe State University?
3. What is the level of computerization/automation of Yobe state University?
4. What are the challenges associated with the use of modern communication equipment in Yobe state University?

1.5       SIGNIFICANCE OF THE STUDY

The significance of the study arises from the fundamental role of modern communication equipment plays in our economic deve1opnents. Moreover, the secretarial services needed trained and qualified people n order to handle and maintain the equipment.

That is why Chester Bernard (2011) stressed that “the executive function is to develop and maintain a system of communication”. Again, since secretarial services is of immense help tc both public nd private establishments in any developing or developed society in terms of qualitative administrative procedures the research would create avenue for its improved standard to match the growing complex nature of administration in our country.

Above all these, the study will attempt to explain why many organizations do not have these modern communication equipment despites its advantages. It is expected that the study will contribute to the knowledge in the area of efficiency. To the institution, it will bring them to the knowledge of what contributions they can make to train more secretaries, particularly in the area of provision modern communication equipment.

1.6       LIMITATION OF THE STUDY

In the process of carrying out the study a number of limitations were experienced. These includes

Firstly, I faced in the course of this research is the nonchalant attitude of some respondents, this hampered the process and smoothness of data collection.

My effort to get full opinions on some of the interview. Some feel very much at ease to reserve their comments on some vital issues, information of which could have added more colour and weight to the findings of the study.

Some were afraid that it might incriminate them by answering some of the interview questions in spite of the fact that the purpose of the research was clearly made known to them by the researcher.

Another limiting factor was financial problem this also takes it toll on the need to travel out wide to other institution.

1.7       DEFINITION OF TERMS

SECRETARY: any personnel who is trained in the communication, shorthand and typewriting, storage and retrieval of information.

COMMUNICATION: Is a process of creating ideas, facts, opinions, and feeling.

COMPUTER: is a device that works under the control of stored program automatically accepting, storing and processing data to produce information

OFFICE: this is any place where clerical and administrative duties like receiving information, sorting out information, acted upon records, execute re-arranged, retrieved and kept for future reference.

ORGANIZATION: this is the arrangement of work with division of activities and with the allocation of duties, authority and responsibilities.

ADMINISTRATION: it is often use to refer to the acti1ities of the higher level on management group who determine major aims and policies of an organization.