Project Materials

BENEFITS OF INFORMATION TECHNOLOGY ON THE JOB PERFORMANCE OF SECRETARIES EMPLOYED IN FEDERAL POLYTECHNIC

ABSTRACT

The main advantage of this research was that it helped find out how polytechnic secretaries at Federal Polytechnic Oko benefit from IT in their work. One hundred secretaries from Federal Polytechnic Oko make up the study’s population. The study was led by four research questions. The development and validation of a structured questionnaire took place. The research questions were answered using percentage replies. According to the study’s main conclusions, (1) secretaries’ use of information technology for tasks like data storage and retrieval and easy access to that data is crucial to their job performance, and (2) secretaries’ use of information technology boosts their performance when compared to manual work in terms of quality, efficiency, speed, and accuracy. Some of the difficulties secretaries face include: the fact that technology has altered the secretary’s role and the secretary’s incapacity to advance in her career through the usage of computers, (4) secretaries may find themselves out of work because to technological advancements. Given the importance of computers in secretaries’ work, it was determined that(1) such skills are necessary for the position. (2) Secretaries must update their knowledge and skills to keep up with the ever-evolving technology that allows them to save time and work more accurately and quickly. (3) Secretaries encounter difficulties in their work because to technological advancements and their failure to adapt to new trends and acquire the necessary knowledge. First, school administrators should provide kids with sufficient access to computers, and second, professors at universities should make sure their students know how crucial secretaries rely on computers. (3) In order to keep up with the rapid advancements in technology, secretaries who are not proficient with computers should enrol in computer training programs. (4) To enhance their job performance, secretaries should be proficient with current computer packages such as Microsoft Word, Excel, PageMaker, Corel Draw, etc.

CHAPTER ONE

INTRODUCTION 

The first humans to venture beyond Earth’s atmosphere in search of new planets did so around the middle of the twentieth century, when they had perfected technology well enough.

In order to accomplish a goal or solve a problem, technology is defined as the application and understanding of tools, machinery, techniques, crafts, systems, or ways of organisation (Merriam-Webster, 2007). The Greek origin of the word “technology” allows for its broad or narrow application: Two examples are IT and construction technology.

1.1 The Background of the Study 

In today’s world, information technology has revolutionised every facet of business and industry. As a result of these technological advancements, many people’s jobs have been negatively impacted. Information technology, according to Bennett (1997), is the use of computers for the gathering, processing, storing, and sharing of data.

On the other hand, according to Eric Schalzbery (2004), secretary jobs have become more complex and enriched as a result of the rapid pace of technology progress in the present “global village” era. In order to maximise the efficiency of these equipment, the secretary plays a crucial role in making sure they are used correctly.

While there may not have been a huge need for current technology back when the volume of office work was smaller and industrial art was less advanced, the majority of the work was still done manually.

Writing, calculating, filling, sorting, and analysing are all examples of basic office operations that can be improved and expedited with the use of office equipment.

This has led to significant advancements and increased professionalism in the industry. Today, more than ever before, companies must prioritise efficiency. An office’s role is similar to that of a clearing house: it receives and transmits information, processes and stores facts in various forms; all businesses must apply current procedures in their offices because information is the office’s raw material.

In contrast to the days when secretaries relied on antiquated manual typewriters, modern office administration strategies have proliferated in response to the ever-increasing scale of corporate organisations.

In order for the secretary to do her job well, she needs to be familiar with office computers and know how to use them correctly, since she is the one responsible for communicating the organization’s policies and actions to the public. This is a great way for the organisation to take advantage of the secretary’s services.

Since the secretary is heavily involved in office operations and the development and execution of company strategies, she is considered a member of the management team.

With the help of office automation tools like an electronic typewriter, word processor, computer, telephone tax machine, internet, e-mail, photocopier, and calculators, she is able to draft and type letters, file, process, and store information, and distribute that information.

This ensures that her job goes smoothly and contributes to the organization’s productivity. This has led to a shift in the names. Nowadays, jobs such as office manager, coordinator, expert, administrative assistant, and executive assistant are in high demand. Conference planning, client work, and staff coaching all call for strong communication skills and formal education.

The bulk of organisations will continue to rely on secretaries and administrative assistants, as these roles cannot be filled by technological advancements alone.

There has been no lag on the part of the government when it comes to IT development. Government and social economic development programs can greatly benefit from information technology, according to an internal magazine called information technology for development. An essential prerequisite for the development of information technology in the telecommunications industry is the establishment of suitable infrastructure.

Human resource development, or the training of technically proficient workers, is foundational to the IT industry. To demonstrate the significance it places on information technology, the government has integrated E-government into its operations today.

1.2 Statement Of The Problem

The advantages of information technology are not without their drawbacks. There is a belief that machines can displace people from their jobs, despite the fact that modern technology is highly valued for its ability to increase efficiency and ensure high-quality work in a workplace.

Since the machines are affordable, some organisations choose not to employ them, resulting in subpar performance. But typing pools do a lot of harm in terms of employment (Rackham, 2001). There has been a decrease in personnel, especially secretarial workers, due to the automation of many formerly manned businesses and the transformation of many occupations brought about by the introduction of new technologies.

Therefore, the purpose of this research is to determine how secretaries might make better use of information technology in their work and to propose solutions that will make secretaries feel secure enough to stay in the field without worrying about its future.

1.3 Purpose Of The Study

The primary goal of this research was to identify the ways in which secretaries at polytechnic institutions might improve their efficiency and effectiveness on the job by utilising IT.

In order to analyse how the secretary’s work has been impacted by the idea of modern technology.

Specifically, we want to know if secretaries are becoming obsolete due to technological advancements.

The goal is to determine the functions of secretaries in relation to information technology.

In order to learn about the difficulties secretaries have when trying to use IT.

1.4 Research Questions

The following research questions were aimed at by this study:

When it comes to a secretary’s work, how important is information technology?

How much has the secretary’s efficiency been boosted by the use of IT?

In what ways do secretaries encounter obstacles when trying to make use of IT?

Does the rise of digital technology lead to the elimination of secretarial positions in modern businesses?

1.5 The significance Of The Study

Learning information technology is like learning magic: difficult and demanding. The advantages of information technology are often the subject of this research.

The outcome would be beneficial for students, professors, workers, and supervisors since it would help dispel the myth that computers can do secretarial work, which detractors who lack knowledge about the nature of the position perpetuate.

Most importantly, the study’s findings would help the secretaries by illuminating the ways in which IT may boost their efficiency and effectiveness. Since IT is a potential career killer, the study will also serve as an eye-opener for them.

Managers and top executives can also use the findings to better use secretaries and delegate tasks to them. Other academics looking into the effects of IT on secretaries’ productivity might find this study useful as well. For their literature evaluation, they could utilise it as a reference.

1.6 The Scope of the Study

Examining the unique difficulties secretaries encounter while trying to make use of IT, the study primarily concentrates on the functions that IT performs in the secretarial profession.

1.7 Definition of Terms  

Readers of this project report may find their own unique interpretations of the following terms to be most applicable to this study:

Benefit Something from which one benefits or makes money.

Data. Any and all software and hardware

Technological advancements that facilitate the handling of

relevant data (Rackham, 2001).

Work performance is defined as the quantity and quality of an individual’s output

what is required of each worker in a given position, and in what amounts.

Head of Department An executive assistant who is highly competent in all aspects of office work, who can work independently, shows initiative and good judgement, and makes decisions within their authority (Okolo A.N., 2012).