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THE EFFICIENCY OF INFORMATION ON SECRETARIAL PROFESSION

CHAPTER ONE

INTRODUCTION 

1.1   BACKGROUND TO 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 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.

REFERENCE

1. Akporowho, 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.

6. Oketunji (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.

9. Edem (2009) : Adoption of information Technology in an organization strategy for organization networking in Nigeria.  

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