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ABSTRACT
The objective of the study was to find out factors responsible for low productivity of secretaries in modern Business organization especially in Rivers State. A population of 100 secretaries was used. The sample size consists of 70 secretaries from 13 establishments in Rivers State which was grouped into 4. These were tagged as consultancy firms, supplies estate values and secretarial bureaus. Questionnaires were used for data collection. The statistical tools used were the frequencies and percentage distribution. Findings showed that low productivity of secretaries was caused by a number of factors like poor attitude to work inability to operate modern envelopments, poor skill in the use of office equipment, poor working environment and lack of motivation. The management of such organization should have a focus on supervision and timely appraisal of staff in order to avert such problems. They must also ensure that they are adequate skills personnel and man power to check this problem so that it will not be a routine occurrence. There should be adequate provision for the materials need and give the secretaries the desired training on how to operate new equipment that are being introduced in most Business organization to day so that they can face challenges in today’s offices.
CHAPTER ONE
INTRODUCTION
Every office in today’s business world, be it government, industry or other human endeavours, require facts and accurate information for quick decision making.
The office worker, including the secretary, expects certain support from the organization into which he/she is employed. This support can be technological (mechanical and equipment) and human. In office of past, manager’s dictated memos and letters and secretaries type them. Most recently, business have developed word processing centers and relied on personal computers and even electronic mail in an effort to lessen the need for secretary very productive (Ezoeu, 1995; Osuala, 2004).
As a result of changes in technology, the role of secretaries in business has changed tremendously from that of typewriting and shorthand dictation, answering of telephone calls and processing mails. Today’s secretaries are exposed to office technology including the internet that make work easier and knowledge more accessible (Edwin, 2008). It is now easier to send messages by telex, electronic mails (e-mails), fax and telephones.
Other office gadgets available to the secretary are photo-copy machines, duplicating machines, dictating machines, printer among others; this is the era of computer and information technology which has become enabler of greater convenience.
1.1 BACKGROUND OF THE STUDY
The issue of factors responsible for low productivity of secretary in modern business organization over the years had been a matter of great concern. Low productivity simply means inadequate or low level of productivity that is, process of low production. Brech (1975:6) was of the view that “productivity” can be loosely thought of as the continuing improvement of the firm’s management performance in the issue of resources within and through the operations it is conducting” for the purpose of this project many therefore be defined as productivity that is in adequate in terms of quality and quantity.
Hence the term when applied to modern secretaries in most business organization is the widest sense can be defined as the ratio between output etc. (Yusuf 1962:13). The problem of raising output is a way of making the most efficient use of all the resources available. In view of the above definition, one may genuinely ask ‘why the secretaries are inherently characterized by low productivity, and sometime inefficient and ineffective, despite government effort to improve the economy. The introduction of new equipment by most business organizations in today modern business makes secretarial profession to sell in the business world of today and yet there are still those lapses in the general performance of secretaries.
Most economists have tried to define to term “productivity” to relate the quality of goods produced to the quality of resourced used. A measure of production efficiency a ratio between input and output.
The need therefore, for high productivity level in any organization set up whether private or public cannot be over emphasized since a high productive potential in both the organization manpower utilization and output level helps it to cope with exigencies.
It is a point to note that many explanation of the intricate term “productivity” apply to either government or business activities however, has an analytical advantage in that its production has a market price.
Recently, there has been the need for modern business to increase the secretary’s productivity level as the functions or activities of the secretaries are the enormous and he/she occupies a key position in the organization. He/she is indirectly involved in policy formulation by advising the boss, supervises his/her subordinates, and manages available human and material resources to achieve optimum result. The centre of an organization is the office which is managed by secretary who plans, budgets, or organizes, controls, advices and supervises subordinates to achieve efficiently. Also defined by the National Association of Secretaries (International 1973:8) as an executive assistance who possesses a mastery of office skill without direct suspension, exercise initiative and judgment and makes decisions with the scope of assigned authority.
There is therefore, a growing need for both modern business organizations and the secretaries to improve on their methods of operation to enhance increased productivity output in view of the development in the area of technology. When we say a business is modern, it simply means that it has all equipment which facilitates work easily and effectively. They equally make work faster with less technical labour. Modern business organization is a place where automated equipment such word processors computers, electronic typewriters facsimile answering machines etc, is being used modern business organization as any set up that deals with innovations in technology modern business organization. Considering the position the position of secretary modern business organization effort should be made to tackle the problem facing her to ensure increase productivity as was the view of Omolayoho (1982:18) secretary is capable of achieving higher productivity though experience acquired on the job and his knowledge in technological advancement. This research is intended to find out the factors responsible for low productivity of secretaries in modern business organization so as to alert them or correct the already made mistakes.
1.2 STATEMENT OF PROBLEM
Most secretaries in modern business organization with reference to Rivers State especially the qualified ones do their jobs with the aim of producing good work with adequate speed and accuracy. But some secretaries fail to avail themselves of the opportunities given to them as a result, the qualified ones become inadequate.
In an office, the duties and responsibilities a secretary is expected to perform such as typing, dictation, filing etc. of which if not done with accuracy speed and effectiveness will mean a failure in job and the organization as a whole. Low productivity as referred to, in this project of the secretary in modern business organization may be attributed to the following basic factors lack of incentives schemes and fringe benefits: poor attitude to work; environmental factors; inadequate modern technology e.g. electronic typewriters, computer etc. furthermore, there is inadequate manpower utilization and communications, supervision, decision making process and performance appraisal. In addition, there is inadequate motivation.
1.3 PURPOSE OF THE STUDY
The objective of this study is to determine the factors that are responsible for low productivity of secretary’s in modern business organization in Nigeria and Rivers State in particular.
- To determine the features of modern business organization in terms of equipment, remuneration etc.
- To determine the types of jobs performed by secretaries in modern business organizations.
- To determine whether secretaries have the required skills.
- To determine the types of equipment used by the secretaries.
- To identify the causes of low productivity among secretaries in modern business organization.
- To offer suggestions to the problem enumerated above.
1.4 RESEARCH QUESTION
- Apart from the office equipment, are there other factors responsible for inefficiency of secretaries in modern business organization?
- How does poor communication in the office affect the performance of a secretary?
- What are the effects of poor working environment on the output of secretaries?
- Is inexperience in office equipment to max produce?
- Does poor salary wage and contribute any way to how productivity of a secretary?
1.5 SIGNIFICANCE OF THE STUDY
This study will form a source of information for future study by researcher and ensure maximum productivity in the office by secretaries. There is much need for higher institutions of learning to impact knowledge and prepare graduate skill required effective performance in the office. Relatively, employer of labour should enhance motivation and provide good working conditions their staffs to ensure optimum productivity.
1.6 LIMITATION OF THE STUDY
Finance and time constraints made it impossible to cover more organizations in Rivers State in the cause of this research. Time given was very short for more representation of most organizations, considering the economic situation it was not possible to cover many states hence, researcher limited the research within Rivers State only.
1.7 DELIMITATION
The scope of study of low productivity among secretaries is too wide to cover in this context as a result, this research was limited to some selected large organizations in Rivers State (port Harcourt).
1.8 DEFINITION OF TERMS
These terms or words meaning are limited to the context of this research.
- Appraisal: Valuation
- Employer: Person who employ others
- Employee: Person who is employed in an organization at the end has their wage.
- Establishment: A business firm with many employers.
- Office: A place where the administrative work of a business is carried out.
- Organization: Putting in to working order arranging separate points of something so that they will all work together.
- Manpower: Number of labour employed in an organization.
- Productivity: This is the reaction between outputs all the resources used in production.
- Motivation: Something that acts as an incentive.
- Low productivity: Simply means inadequate production or low level of production
- Input: Refers to all the resource used in production
- Output: Means the product realized out of the utilization of input.
- Manager/Boss: One who controls a business and gives order to worker.
- Technology: Systematic application of knowledge to practical tasks in industries.
- Modern: Something correctly in use that is the lasted one.
- Secretary: Employee in the office who deals with correspondence, keeps record, makes arrangements is for and appointments for a particular number of staffs.
- Utilization: Ability to use what has been produced.
- Obsolesces: Out sate, no longer in user.
- Quantities: Takes about quality
- Communication: The exchange of Information, News, Deal or Option.
- Remuneration: To reward to pay someone for work done.