The Efficiency of Information Technology on Secretarial Profession
CHAPTER
ONE
1.0
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
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 electronic equipment, 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
advanced 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.
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: Performance 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.
Finally,
challenges for those who are unlearned or unskilled for jobs. However, in
addition to some of the obvious disadvantages of unskilled workers, they do
create some advantages.
1.3 PURPOSE OF THE STUDY
This
is mainly purpose of this study is to investigate the efficiency of information technology on
secretarial profession using Federals Ministry of Science and Technology, Abuja
as a case study.
Highlighting
the new developments that have taking place on communication system. Having an
insight in how these advancements on information technology will affect
business organization in relation to productivity and profitability. To
determine how skilful and knowledgeable the staff are in the use of information
technology resources. And also to determine the challenges associated with the
application of information in Federal Ministry of Science and Technology.
Finally to determine ascertain the level of computerization/automation of
Federal Ministry of Science and Technology.
1.4 RESEARCH QUESTIONS
1. What
is the efficiency of information technology on the secretarial profession?
2. What
are the factors militating against the application of information technology in
Federal Ministry of Science and Technology?
3. What
is the usefulness of information technology in Federal Ministry of Science and
Technology?
4. What
extend has information technology been employed in federal Ministry of Science
and technology?
1.5 SIGNIFICANCE OF THE STUDY
One
of the significance of the project work is for effective functioning of office
work in government organization taken the Federal Ministry of Science
Technology to ensure efficiency in office operation.
Another
significance of the study is enlighten employers who should do more than is
supposed to do in office work. Also significance of the study is to training of
modern secretaries will see why they have to be exposed the new technology in
their institution of learning so as to blend with the labour market
At
graduation.
It
is also to encourage office work to be more courageous and dedicated to their
job.
Finally,
is to stimulate the purpose to go for office work course because its
lucrativeness.
1.6
SCOPE OF THE STUDY
This
research work is on the effect of information technology on secretarial
efficiency on Federal Ministry of Science and Technology Abuja, as a case
study.
CHAPTER
TWO
2.0
LITERATURE REVIEW
2.1
WHAT IS INFORMATION TECHNOLOGY
In the words of Roger (2005), Information technology
is the use of modern technology aid the capture, storage, retrieval, analysis,
and communication of information, the technology involving the development,
maintenance, and use of computer systems, software, and networks for the
processing and distribution of data.
French (2006), Sees information technology as
the technology, which supports activities involving the creation, storage,
manipulation and communication of information and application.
Kobayshi (2009), in Akprowho (2011:88),
further explains that information technology is a product of information
revolution the most outstanding characteristics of which is the computer,
telecommunication and semi-conducted.
Information
technology was coined and used in describing the whole range of equipments,
which variously manipulates, stores and communication information
electronically. In the broadest sense, therefore the terms embraces systems or
technologies for processing information in text data, image and voice for and
extends to international telecommunication networks, computer system,
telecommunication systems, audio and
video system and modern control systems are all part of information technology
needed to support information system.
2.2 THE CONCEPT OF SECRETARIAL PROFFESSION
The
secretarial profession is one of the oldest in Nigeria. The contribution of
secretaries to the development of an establishment and the nation in general
cannot be overstressed as there is no organization where the service of a
secretarial staff is not needed.
The
secretary has a very important role to play in an organization as he/she uses
intellectual to enhance the growth of the overall efficiency of the
organization, since a secretary is a morale builder, a public relation officer
being constantly in touch with customers through correspondence, telephones and
physical contact. The secretarial profession is facing extinction due to the
modern technologies advancement in the world today.
The
rate at which these advancements are growing daily is really threatening the
survival of secretaries. As a result, the training of secretaries has to be
upgraded to reflect the modern trend. Science and technology have has a
profound effect on office procedures.
One
of the most important functions of an office or organization is the most important
functions of an office or organization is the effective receipt and
dissemination of information is a catalyst of managerial activities in a
business setting.
These
includes planning, operation, controlling and forecasting, secretaries are
therefore relied upon to play crucial roles in realizing the organizational
objectives. The sophiscation of modern offices has given room for multi
programming and high efficiency through the use of these advanced technology.
A
significant development in this direction has introduced in this concept into
the secretarial profession. The office of yester years in quite different from
the office of today in terms of the modern office equipment in use. Today many
companies are employing computers to streamline office operations, perform word
processing and electrically handle mail and messages.
The business organization is held together by the
profession, acquisition, retention and transmission of information,
interestingly, one of the tools for achieving these is through office
automation devices. In fact, the rapid acceleration in the rate of
technological and scientist progress of
modern age s well as the increased cost of services and material has resulted
in the improvement in productivity with re-examination of the impact of
automation. Therefore, the manipulation of manual machines to aid secretarial
duties has become a mandate activity as every secretarial practitioner has now
converted to the use of electronic devices especially computer. Also, some of
the people that operate these devices are not being treated with respect, most
times people take the secretarial duties as those meant for droup-out with
little or no skill and intelligence. It necessary to say that secretary is more
or less the life-wire of an organization.
2.3 THE IMPACT/EFFECIENCY OF INFORMATION
TECHNOLOGY ON SECRETARIAL PROFESSION.
The
need of information technology in the modern business with the challenges of
the automated office tasks makes It absolutely necessary for secretaries to be
current with information technology. Here in Nigeria, most secretaries tend to
underplay the vital role they have to play as the custodians of information in
an office consequently, they seen not prepared for the challenges of
information technology, even in their
special areas of electric typewriters and word processors.
There
is a growing need for managers to computerize information system. Many
administrators and bosses in the private sectors are also seeing the advantages
derivable from computerized office system and are well working towards
‘paperless’ hence it is therefore very necessary for secretaries to be more
adaptable and versatile.
They
are now rests on secretary who still rely on the old manual method of
processing information to update their skills and families themselves with some
information technology equipment to enable them cope with and perform the
numerous task of the modern office.
Mernoey
(2003), believed that there acquisition of automation skill is not enough for secretaries.
They believed that the following criteria must be meet by a secretary who hopes
to cope with the challenges of the information technology office tasks.
1. A
desire to work with machine.
2. Good
keyboard and excellent grammar skills.
3. Proof
reading ability and excellent reading comprehension.
4. Ability
to use reference and resource and resources materials.
A proficient
secretary is expected to demonstrate competence in ability to operate
electronic typewriter, word processor, computer, audio typing /Dictaphone telex
equipment, assorted photocopying machine, fax machines, automatic switch board,
ratio equipment and even teleconferencing. The role of the secretary is being
transformed from the traditional role of taking note in shorthand and
transcribing some on manual typewriters to storing, retrieving and test editing
of information on computers, word processor, electronic typewriter and computer
storage devices such as diskettes and magnetic disc/tapes to the wind of
changes in the business world.
Information
technology plays a vital role in the effectiveness and deficiency of secretary
especially because of the trend in the demand of the profession today. As one
will rightly notice in newspapers, employers have preference for secretaries
who are computer literate.
The
volume of work done by secretaries in their work place via the computer has
placed the secretary in an enviable and indispensible position in business
organization.
Information
technology has really aided the secretary to discharge her duties effectively
and efficiently in offices. With the use of computers the range and quality of
services now offered by computer literate secretaries are better in all
dimensions. As a matter of fact, the day- today handling of raw data, filling
of files, compiling reports, typing, filling of documents etc. to produce
useful or meaningful meeting minutes could be keyed to the computer “brain “
memory.
The
computer and information technology machine has also opened new career paths
for secretary.
The
word of information technology is live to stay and although the papacies office
remains a glieent in a scientist’s eye, the more we understanding about
computers the more effectively we can operate as secretaries.
In
a nut shell, the contribution of information technology to the secretarial
profession cannot be over emphasized. It brings about greater efficiency,
relieves monotony, facilitates standardization of office work, minimize fraud
and enhance better quality of work done by a secretary.
2.4 IMPORTANT OF INFORMATION TECNHNOLOGY TO SECRETARY
“The secretary- General recognizes the enormous
potential of information and technology to strengthen the decision-making and
delivery capacity of the secretarial. It is of paramount importance to the
secretary-general to ensure that the technology environment, for which the
chief information officer is responsible, fully supports the work of the united
Nations in the areas of peace and security” development, human rights and international
law, among other mandates. That requires continued focus on successfully
delivering existing priority initiatives.
In
the past technology has been regarded as utility which is separate from
substantive business. The main important of information technology is listed
below:
1. Information
processing
2. Storage
and Retrieval
3. Input
4. Output
5. Distribution
1. Information processing:
This is the chain of activities involve in getting raw data converted to
refined information that would be ready for final consumption or for taking a
final decision.
2. Storage and Retrieval: By
ensuring safety of the already processed information for future need or
reference whenever the need arises. Or Storage is an aspect of keeping
documents or other equipment in a safer place so as to avoid wastage or
spillage. These range from the most common form (office files) to the
sophisticated types such as computer, flash, CD-ROM etc. All these are done
with the aim of keeping records intact for the successful running of the
organization as well as for future references. Today, there are available for
preserving records in offices and organizations which are as follows:
i.
Computer
system
Computer
system is the electronic machine that capable of receiving data as raw input
and be able to process the data at a very faster and then provide result as an output.
ii.
Flash
This is a small object that is used to copy and
transfer information from one computer system to another system within the same
environment or over a distance without much stress.
iii.
CD-ROM
This
is a small round plastic plate also used in copying information from one system
to another system. Sometime, this is equally designed by the manufacturer of
the computer itself housing certain information about the programmers
incorporated in the system (non-rewriteable).
iv.
Handset
This
is an object used for communication between individuals over a distance. At the
same time the handset has the facilities to store certain information such a
name of close associates, business partners, text messages, recorded voice,
internet browsing and a few more.
3.
Input: this is an act of getting raw data/facts into the
computer system by way of typing with the means of keyboard or whatever.
4. Output: this
is piece of refined information or document gotten as a result of series of
processing activities that had been performed on the data by the machine.
5.
Distribution: this means passing of
the processed information to the needy bodies by the concerned authorities.
2.5 TYPES OF INFORMATION TECHNOLOGY MACHINES IN BUSINESS ORGANIZAGATION.
Once
driven by the production and exportation of durable goods such as automobiles
and textiles, the global economy of the 1990’s in now bore ding through the information age. As times, place
and distance are no longer barriers to doing business more and more offices are
going global cultivating relationship at an unprecedented pace .
In
order to survive in the new global economy, these offices must more information
faster and in greater quantities than ever before.
This
trend of information gathering and sharing has necessitated the development of
more complex for reaching office technology.
New
technologies are constantly changing the way the world works in terms of
communication, time management and even the language of business. Since keeping
up with the worlds, continue with into the future. Companies that to stay
competitive have learned to adapt to and even embrace technological development
as fast as they can be brought to market.
Some
of the new technology in the office are reviewed below:
1.
ELECTRONIC
TYPEWRITER
The
typewriter is fitted with an electric motor, which sets the type bar in motion with a slight touch. The typewriter has
an automation pressure number of carbon copies produces at one typing.
The
electric typewriter may have the usual type bar or single cement of golf ball.
The special feature of the golf ball is the characters are embossed round the
perimeter of a typing head, which rotate bring the required letter or symbol
against the ribbon.
The
heads can be interchanged to produce different fonts or style of characters and
special scientific and foreign language. Alphabetic can be freed or embossed as
desired.
Word
processors
Word
processors are the latest developments of technology in the office information
system.
It
is therefore very important that those in the secretarial profession should
familiarize themselves with their use.
In
Akporowo (2005:30), the word of processor is side to be a more sophisticated
aviator of the automation typewriter in that it comprises of a work station
with keyboard and a rapid print, like the typewriter, a screen like of the
television know as the visual display unit and central processing unit (cpu).
This makes it possible for the operation to see immediately when is being
produced in order to ascertain correctness. The keyboard is like that of the
manual machine with the QWERTY but with addition command keys to enable
additional instruction to be carried out.
The
word processor has two main advantages over the standard typewriter. It
produces copies individually and very speedily, each cope looking like a
printed original and also edits typed matter or text by correcting,
substituting, deleting and adding to already type texts. These are done without
the need to retype the entire work, as is usually the case on a manual or
electric typewriter. A special feature of the word processor is the central
processing unit has storage facilities known as the memory in which information
(text) is stored on flopped disk magnetic tapes cards. For subsequent use by a
key stroke which, recalls the text and reproduces or display it on the visual
display unit (screen) for use as necessary. The machine is also capable of the
numbering pages, centering, headings, automatically and diving words at line
ends therefore producing a justified right hand margin
COMPUTERS
As
we continue to barrel through the information age, it is hard to imaging
conducting business without computers. Each day, millions of people working in offices
and homes around the world depend on computer technology to do the jobs
efficiently and economically. To truly understand the computers history and
usage involve a daunting journing through mathematic, physics, and electronic
engineering, through binary code, Boolean logic, real time magnetic core,
memories floating, numerical notation, transistors, semi conductors, integrated
circuit and more luckily most office workers especially the secretaries do not
need to understand this dazing array of software programs they executive.
Smitsoman
(2006:7-8), defined a computer as an information processing machines. It can
store date as numbers, letters, pictures or symbols and manipulate these data
at great speed in the machine as program.
Ochiedu
(2008:33), defined computer as a device which work the control of a stored
program. Atomically accepting data and processing data to produce information
which is the result of that processing. The computer helps in an organization
to produce volume of data at a very short period of time in very high
speed.
INTERNET
According
to Ochiedu (2010:95), the internet is a global collection of different types of
computers and computer network that linked together via telephone line or by
satellite communication.
The
internet enables a person to sit at his computer and exchange data information,
news, cutters with others, the nutrient has done much eliminating issue of
distance and geographical barriers to almost any where in the in the world.
RESOURCES PROOVIDED BY INTRENET
Some
notable resources provided by internet are:
1. Electronic
mail (E-mail)
2. Teleconferencing
3. Voice
mail
1.
Electronic
mail (E-mail): This is a paperless medium that is just
the same way mails are delivered by the postmaster, computer quickly and
efficiently routes message to the appropriate individuals. E-mail therefore
reforest to messages sent from person to another via computer.
2.
Teleconferencing:
The concept of teleconferencing according to Ochiedu (2010:98) is a allow
meeting or conference to be held by participants from widely dispersed areas
but who are unable to see and hear each other. The data, the message and
information do the traveling.
3.
Voice
mail: This is another medium of communication that the
receiver hears the mode. An example of the voice mail could be an answering
machine, telephone etc. voice mail are machine records messages for the
receiver in her absence. Hence it has the advantage of recording information
for the receiver , which could be
replayed when the receiver comes back to the office.
It
is very necessary for the trained secretary to be able to operate these
information technology machines which they commonly used in most organization
to achieve high productivities in short period of time and to be able to
complete effectively with counter parts in other organizations, and also to be
measure up with scientific development of office information.
2.6
FACTORS MILITATING AGAINST INFORMATION
TECHNOLOGY IN AN ORGANIGAZATION
Oketunji
(2005), identified some factors militating the use of information technology in
an organization which includes access to adequate and reliable electricity,
which services are usually restricted to urban centers while most of our
organization are usually situated in the rural areas.
Aino
(2009), identified the negative laissez-faires attitude of staff as other
factors militating against the development and use of information technology in
an organization.
Kamba
(2007), discovered the problem of information technology skill. Similarly, problems of information technology
especially internet use in an organization to include in adequate and poor
information infrastructure.
That
the country Nigeria lies within the tropics where dust, humidity and heat reign
supreme. The problems of environmental control are compounded by the unreliable
electricity supply which makes it difficult to maintain a conducive computer
environment.
The
available number of information technology engineers to service and maintain
information technology hardware and software are insufficient.
It
was ascertain by the researcher that poor funding and epileptic power supply is
the major factors acting as a drawback or an impediment to the application of
information technology in an organization.
2.7
THE USEFUNESS OF INFORMATION
TECHNOLOGY IN AN
ORGANIZATION
Information
technology has become a vital and integral part of every business plan. From
mufti-National corporations who maintain mainframe systems and databases to
small businesses that own a single computer. Information technology plays a
role. The reasons for the omnipresent use of computer technology in business
can best be determined by looking at how it is being used across the business
world.
For
many companies, email is the principal means of commutation between employees,
supplier and customers. Email was one of the early drivers of the internet,
providing a simple and inexpensive means to communicate. Over the years, a
number of other communications tools have evolved, allowing staff to
communicate using live chat systems, online meeting tools and video-
conferencing systems. voice over internet protocol (voip) telephones and smart
phones and offer even more high-tech ways
for employees to communicate.
When
it comes to managing inventory, organizations need to maintain enough stock to
meet demand without investing in more than they require. Inventory management
systems track the quantity of the each item a company maintains, triggering an
order additional stock when the quantities fall below a pre-determined amount.
-
Management
information systems.
Storing
data is only a benefit if the data can be used effectively. Progressive
companies use that data as part of their strategic planning process as well as
the tactical execution of that strategy. Management information systems enable
companies to tract sales, data, expenses and productivity levels. The
information can be used to track profitability over time, maximize return on
investment and identify areas of improvement. Managers can track sales on daily
basis allowing them to immediately react to lower-than-expected numbers by
boosting employee productivity or reducing the cost of an item.
-
Customer
Relationship management
Companies
are using information technology to improve the way they design and manage
customer relationships. Customer relationship management system capture every
interaction a company has with a customer, so that a more enriching experience
is possible. If a customer calls a call center with an issue, the customer
support representative customer has purchased, view shipping information, call
up the training manual for that item and effectively respond to the issue. The
customer has a better, more focused experience and the company benefits from
improved productivity.
2.8
THE EXTENT TO WHICH INFORMATION
TECHNOLOGY SHOULD BE APPLIED IN AN ORGANIZATION
The
term “information “has a diversity of meanings, from everyday usage to technical
interpretations. General speaking, the concept of information is associated
with knowledge derived from study, experience, or instruction.
Technology,
on the other hand, refers to the application of knowledge to the practical aims
of human life, or to changing and manipulating the human environment.
Technology includes the use of materials, techniques and sources of power to
make life easier or more pleasant work more productive. Technology began to
influence human Endeavour as soon as people began using tools. Technology also
started been used for managing information when the amount and variety of
information grew to such vast proportions that the human brain could neither
store nor process it efficiently.
-
Applications
of information technology
Every
day, people use computers in new ways. Computers and other electronic devices
are becoming increasingly affordable. They continue to be more powerful as
information-processing tools well as easier to use. Humans are continually
becoming dependant on information technology enabled a phone. Information
technology has applications in almost all aspects of our life. Some of the
important ones are:
Business
and commerce: one of the first and largest application of computers is keeping
and finical records of all their workers programs. Similar programs and
functions like billing customers; tracking payments to be made; and tracking
supplies needed and items produced, stored, shipped, and sold. In fact,
practically all the information companies need information technology.
With
today’s sophisticated hardware, software, and communications technologies, it
is often difficult to classify a system as belong uniquely to one specific
application program.
Organizations increasingly are consolidating
their information needs into a single, integrated information system.
-
Education
The
advent of information technology has changed the meaning “literate”, with
computer literacy being almost as important as is an essential course at the
primary level in most schools across the world. With more information getting
digitized every day, and the internet making it accessible to anyone across the
world, students are increasingly on electronic sources of information rather
than physical libraries for their needs instructional methodology has undergone
a sea change with use of images, animations, video, presentation and e-learning
to complement traditional techniques.
-
Governance:
The
concept of e-governance is one of the most novel applications of information
technology globe. Computerization of government activities makes it easier to
supervise and audit, and makes the administration more responsive to the needs
of society. It also bridges the divide between the government and the people.
Technologies like touch-screen kiosks help disseminate information on land
records, photo identity cards, pending bills etc and enable even illiterate
people to take more, informed decisions.
REFERENCE
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F. D (2005:30): Modern office communication system Rubuay printers Ltd, Benin
city.
2. Ochidu,
J. E (2008:33): principles of data processing. Moral publication Auchi.
3. Smithsonian
institution (2006-7-8): carbon to Htm.
4. Roger
(2005): information and communication as
a tool for chartered Accountants.
5. Mernoney
(2006): impact of information technology in an organization.
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(2008): Computer Application to an organization: The Nigerian experience.
7. Ebijuwa
A.S (2005): Information Technology in an organization.
8. Odion
(2011): information Technology as a tools for effective performance in office
work.
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