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AVAILABILITY OF OFFICE EQUIPMENT AND ITS EFFECT ON OFFICE WORKERS PRODUCTIVITY IN KADUNA POLYTECHNIC

CHAPTER ONE

INTRODUCTION

1.1   Background of the study

An office equipment have gone beyond manual typewriter, ink, pot, local storage facilities etc. into more complicated and effective modern office equipment. Some organization has embraced and purchases some of this equipment while others has not. In light of the above, the researcher decided to investigate the availability of this equipment and its effect on workers productivity. In the early, age office activities which include paperwork was done manually with the use of machine such as manual typewriter, large duplicating machine, collating machine etc. These later developed into new modern office equipment due to the disadvantage which includes noise, bulkiness, lack of speed, waste of energy, time and resources.

Today, office equipment is required in every field of specialization, this is because they facilitate clerical work and preparation of office documents. The use of fax machines, WAP phones, teleprinters, internet and e-mail facilities etc. is now the order of the day. These have now made the work of the office professional more efficient than what it used to be and given rise to what is now known as the modern office. Other equipment include punchers, staplers, electric fan, air conditioners, enhanced furniture and fitting to create a more comfortable and convenient work environment for office activities to be carried out smoothly. Mills and Ford (2008), noted that office equipment enable workers to work with minimum fatigue. It does not only increase efficiency but boost production process which is the main objective of the organization. Office work is made easier as less effort is put into achieve a greater result. An employee may not have to go from one place to another but can easily sit at his table and carry out his regular office activities. However, today’s office cannot be discussed without relating to technology.

According to Alli and Akinbi (1998), technology is an alteration in the life of an equipment, character, knowledge and method of doing things. The impact of these equipment resulted into acquisition of needed office professionals to effectively operate these facilities in order to be relevant in their labour market. Pickard (2006), also states that employees who feel good are likely to be more productive. It is easy to instinctively understand that a few standard equipment in the office will make it a nicer place to be for employees feel better as a result. However, when the finance manager wants to know why thousand of money is wasted every year on caring for a few office equipment, it is difficult to effectively demonstrate the bottom line return on such an investment.

Many organizations are being driven by the value systems of office equipment rather than its contribution to the organizations productivity.   In recent times, employees learn to operate new office equipment mainly through attending courses, trainings, workshop and seminars during which manufacturers will introduce their products and demonstrate by giving illustrations about their equipment to various operators. Pickard further stresses that the office is the center of social interaction and the design provide better meeting rooms, open spaces and telecommunication facilities demands serious attention. The stacking plans for the building are equally important, an efficient office layout will take careful operational advances to optimize the use of assets, facilities and function in use. Boating (1992) state that today’s modern office equipment depend largely on the use of office equipments to maximize and increase organizational productivity. Office equipment help in making office work easier, efficient and time saving and ensures accuracy.

Watson (1999), emphasizes that technology changes has tremendously made an impact in various organizations especially with regards to the office. He points out that office automation product looks nothing like it did just 10 years ago. Outfitted with some of the most modern business systems and equipment, the office today is a contemporary and strict place for business. The sound of noisy and distracting equipment or unsightly machines is now a thing of the past. The quality of output cannot be compared to what it looks like years ago. Roger (2008), points out that environment now resembles any peaceful environment that you can easily relax in and not feel overwhelmed with huge and bulky machines. Some of the hardware cannot be seen easily unless you look really hard.  

However, office professionals need to be trained to be acquainted with the use, procurement and maintenance of existing office equipment as well as know its relevance and benefits to the organization as a whole. This is to enable organization face the challenges associated with it. This is because despite the fact that the technology has changed and transformed the office to a better one. There are still some problems and aspects that cannot be overlooked as a result of those technological changes. The use of some of this equipment has adverse effects on the operators and the organization in general; which can also have effect on its production level. The equipment has more from the traditional age to the modern age and therefore, there is need for the modern equipment to be available to the users. It is in this regard that the study is embarked on which is titled “An Assessment of the availability of the equipment and its effect on organization productivity.

1.2    Statement of the Problem

The impact of the office equipment is of paramount importance to any organization. However, there are some foreseeable problems along with the numerous advantages of its existence. Many organizations do not put this into consideration especially when it comes to organization productivity. Office equipment increases the rate of intra and inter office communication, however, the cost of installation and keeping the equipment in a working state is exorbitant. He pointed out that the initial cost outlay and maintenance of the equipment will increase their expenses. As a result of this some organization do not purchase or make use of them without checking the cost effect. Office professionals are not trained on the proper use of equipment or the various maintenance procedure that is required of equipment. He reveals that since not all products are manufacture or serviced by a single company, there should be a list of who to call incase of emergencies. As a result of this the slightest malfunction problem gets out of hand. There is no safety rule or training measures given to employee on how to go about using equipment without it affecting their health.

Many organization do not provide adequate necessary equipment for their employees even there is need for it, In some organizations these equipment, through they exist strict measures, rules and protocols need to be followed as declared by the management before employees can have full access to them. There is also the general problem which is the fact that the benefit of using office equipment is not known to many organizations and as a result acquiring them is not their priority. The aspects of cost of purchasing it is core viewed as disadvantages and prefer to employ people to work instead of machine. This will not enable the employees to perform their duties efficiently and will slow down the production process.

In the light of the foregoing, the researcher will answer the following questions:

1. There are limited numbers of equipment that are available and those that are available are obsolete.

2. Does organization achieved maximum production without the use of equipment?

3. Inadequate funding for procurement and maintenance of office equipment?

4. How adequate are the furniture/fitting within the company?

1.3    Purpose of the study

The major purpose of this study is to access the availability of office equipment and its effect on organizational productivity. Specifically, the study indents:

1. To find out the availability of office equipment within Kaduna Polytechnic .

2. To determine whether workers achieve maximum production from the use of the equipment.

3. To find out the problems associated with the procurement and maintenance of office equipment.

4. To verify the adequacy of furniture and fitting as it affect workers productivity.

5. To find out the Impact of office equipment on company productivity.

1.4    Research Questions

The following research questions will be addressed in the cause of this study.

1. What types of office equipment are available within the Kaduna Polytechnic?

2. Do workers achieve maximum production from the equipment?

3. How are the problems encountered in procurement and maintenance of office equipment?

4. How adequate are the furniture/fittings within the Kaduna Polytechnic for effective production?

5. How does the provision of adequate of office equipment impact on Kaduna Polytechnic productivity?

1.5    Significance of the Study

1. Modern Business or Employers

This study will be very important to the management of modern Kaduna Polytechnic and other employee of labour. This is due to the fact that good office equipment increases output and enhances the achievement of the set up goals. On the other hand faulty equipment are capable of causing chaos and winding up of an office.

2. Potential Applicants

The research work will be relevant to applicants who intend to seek for employment in certain office. They would therefore be fully sensitized through this study on the knowledge and skills they should endeavour to acquired in the course of their training. It will also enlighten them on the problems that they may face in the office.

3. Practicing Employees       

This study will be beneficial to those workers who are already working with the Kaduna Polytechnic. Their attention will be drawn to some problems, which may affect the health, productivities etc. this research will also help the workers to carry out their work effectively with the use of modern office equipment to enable them perform as it is expected.

4. Future Researcher

This project will serve as a guide and source of information for further research on this subject matter or other related topics.

1.6    Scope of the Study

In this survey study, the researcher intends to investigate and assess how the office equipment is available in Kaduna Polytechnic. The study will determine whether workers achieve maximum productions from the uses of these equipments. It will expatiate to some extent, the problem associated with the procurement and maintenance of office equipment. The researcher will intends to verify the adequacy of office future and fitting as it affect workers  productivity  and to find out the impact of office equipment on organization productivity.

1.7    Limitations of the Study

It is expected that this study may experience the following limitations. Firstly, this work will not be able to study all the manufacturing company in Nigeria as such this may in a way limit the scope of this study. Secondly, it expected that the management and staff of the selected firm may not want to divulge certain data required for the study and this may in way reduce the quality of data for the study. However, the researcher will try his best to mitigate these limitations and others unforeseen ones. This will be done by structuring and designing the instrument for data collection to elicit non sensitive information from them.

1.8    Definition of terms.

Equipment: office equipment includes all items of machines and furniture that facilitates office operation.

Copiers Per Minute: that is copies that are done in with speed and can achieve great increase.

Traffic Cop: controlling all the information flowing between the keyboard, the computer itself, the printer and various other devices you may have connected.

Machine Technology: involves the physical aspect of equipment processes and work layout.

Knowledge Technology: are the actual methods, systems and procedures involved in carrying out the work or converting input to output.

System board: is the central processing unit that is CPU in the computer system, it processes all data.

RAM: Random Access Memory is the temporary storage device of the CPU. Data stored here can easily be erased where there is power failure.

ROM: Read Only Memory, is the permanent storage device of the CPU programme in the ROM cannot be tempered with.

TIH and Swivel: this is a device in the CPU that enables the notation of any given task.

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