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ABSTRACT
This research work examined information technology and its impact on the effectiveness of the office managers. For the purpose of this work, the type of research design adopted in the case study is the descriptive research. The population of the study is 70. It was revealed that the office manager is an executive who is in charge of the management of an office. He is the person who performs all the managerial office functions of planning, organizing, directing and controlling. The scope of the functions of an office manager will depend on the type and size of business and the role they play within the business, also the office managers are keeping abreast with the pace of information technology, thereby increasing their level of productivity, competence and promote effectiveness. The researcher concluded that one is really convinced beyond all reasonable doubt from these findings that the office manager is unique in his position in the organization and the information technological devices brings about much effectiveness in the work of the office managers. From the findings of the study, it was recommended among others that institutions offering office management courses (private and public) should adequately equip the students with the modern technological devices, also office managers when on the organizational process should be given some in-service training both theoretically and practically, for the effectiveness of their functions.
TABLE OF CONTENT
TITLE PAGE – – – – – – – – – – i
CERTIFICATION – – – – – – – – – ii
DEDICATION – – – – – – – – – iii
ACKNOWLEDGEMENT – – – – – – – – iv
ABSTRACT – – – – – – – – – – v
TABLE OF CONTENTS – – – – – – – – vi
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY – – – – – 1
1.2 STATEMENT OF THE PROBLEM – – – – – 3
1.3 PURPOSE OF THE STUDY – – – – – – 5
1.4 SIGNIFICANCE OF THE STUDY – – – – – – 5
1.5 RESEARCH QUESTIONS – – – – – – – 6
1.6 DELIMITATION OF THE STUDY – – – – – 6
1.7 LIMITATION OF THE STUDY – – – – – – 7
1.8 DEFINITION OF TERMS – – – – – – – 7
CHAPTER TWO
REVIEW OF RELATED LITERATURE
2.1 INTRODUCTION – – – – – – – – 9
2.2 THE CONCEPT OF INFORMATION TECHNOLOGY – – – 9
2.3 DEFINITION OF AN OFFICE MANAGER – – – – 12
2.4 NATURE AND SCOPE OF THE WORK OF AN OFFICE
MANAGER – – – – – – – – – 14
2.5 THE NATURE AND SCOPE OF THE WORK OF THE OFFICE
MANAGER IN AN ERA OF INFORMATION TECHNOLOGY – 15
2.6 THE EFFECT OF INFORMATION TECHNOLOGY ON THE
OFFICE MANAGER’S FUNCTIONS – – – – – 16
2.7 THE OFFICE MANAGERS AND THE TECHNOLOGICAL
DEVICES – – – – – – – – – 20
2.8 SUMMARY OF LITERATURE REVIEW – – – – – 24
CHAPTER THREE
RESEARCH METHODOLOGY
3.1 INTRODUCTION – – – – – – – – 26
3.2 RESEARCH DESIGN – – – – – – – 26
3.3 SOURCES OF DATA – – – – – – – 26
3.3.1 PRIMARY SOURCE OF DATA – – – – – – 26
3.3.2 SECONDARY SOURCES OF DATA – – – – – 27
3.4 POPULATION OF THE STUDY – – – – – – 27
3.5 SAMPLING TECHNIQUE – – – – – – – 27
3.6 SAMPLE SIZE – – – – – – – – 27
3.7 METHOD OF DATA COLLECTION – – – – – 27
3.8 METHOD OF DATA ANALYSIS – – – – – – 28
3.9 VALIDATION OF THE INSTRUMENT – – – – – 29
3.10 RELIABILITY OF THE INSTRUMENT – – – – – 29
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
4.1 DATA PRESENTATION – – – – – – – 30
4.2 RESEARCH QUESTION ONE – – – – – – 30
4.3 RESEARCH QUESTION TWO – – – – – – 32
4.4 RESEARCH QUESTION THREE – – – – – – 33
4.5 RESEARCH QUESTION FOUR – – – – – – 35
4.6 DISCUSSION OF FINDINGS – – – – – – 36
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 INTRODUCTION – – – – – – – – 38
5.2 SUMMARY OF FINDINGS – – – – – – 38
5.3 CONCLUSION – – – – – – – – 39
5.4 RECOMMENDATIONS – – – – – – – 40
5.5 SUGGESTIONS FOR FURTHER RESEARCH – – – – 40
5.6 LIMITATION OF THE STUDY – – – – – – 41
REFERENCES – – – – – – – – 42
APPENDIX I – – – – – – – – – 44
APPENDIX II – – – – – – – – 45
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
Technology could be defined as the systematic study of techniques for making and doing things. By the early 20th century, the term embraced a growing range of means, processes and ideas in addition to tools and machines. By the second half of the century, technology was defined by such phrases as the means or activity by which man seeks to change or manipulate his environment.
Man, in contrast with other species, has the capacity to think systematically and creatively about techniques. He can innovate and consciously modify his environment in a way that no other specie has achieved. An ape may on occasion use a stick to beat bananas. By virtue of his nature as a toolmaker, man is therefore a technologist from the beginning and the history of technology encompasses the whole evolution of man.
In using his rational faculties to devise techniques and modify his environment, man has attached other than those survivals and the production of wealth with which the term technology is usually associated.
According to Cole (1997), there have always been problems with introducing new technology into the workplace. Between 1811 and 1816 textile workers were against mechanization of the industry because they believed that the introduction of machines would cause unemployment. They formed gangs to wreck the new machinery. These workers were called Luddites after their leader who was nicknamed General Ludd. Many were hanged or transported. Today the term is used to describe who is against change or innovation.
Technology is enhanced by the variety of machines found in today’s office. The telephone system involves more than traditional person-to-person communication. It now includes teledata transmission from computer to computer and sending of facsimile copy from station to station. The telephone companies also provide their customers with many optional services.
Typewriters are constantly being improved and now include such features as correction keys, dual pitch capabilities (both elite and pica) changeable elements with different type of styles, memory features and variable horizontal and vertical spacing. Some memory typewriters type materials on the text line, which increases production speed. Other memory typewriters have visual displays for editing and proofreading before hard copy is actually typed.
In just a few years the computer has become a vital tool in maintaining records, compiling reports and storing information. When much of the work in a company depends on the computer, data processing specialist must be involved in developing their systems. Management determines what data is needed and the format in which it is wanted and interprets the computerized results. The Office Manager is involved in preparing data for the computer.
Mini computers may be found on the Office Manager’s desk to recall information from records instantaneously by means of electronic display screens. Many companies now use computerize accounting systems.
Electronic word processing is an effort to increase efficiency in communication. Word processing centers on the use of a system approach (a combination of automatic typewriters and centralized dictation machines) to enable the Office Manager transcribe ideas into written form.
Technology poses no threat to the modern day Office Manager. Although technological developments may alter an Office Manager’s duties. They certainly will not eliminate the secretarial function. In fact, as the economy expands, the demand for Office Managers will steadily increase. Most company executives agree that the present shortage of competent Office Managers, stenographers and typists will continue.
1.2 STATEMENT OF THE PROBLEM
The problem so associated with this research project is projected as seen in the rapid and advanced introduction of modern information technological devices in connection with the office managers in the modern day organisation and the society. Modern devices vary in degree, they are used by organisations in the world of information which are very useful and also produce precise information, speed, reliability and accuracy of desired results.
If this is so, the ultimate question is “are modern office managers actually up to the task?” From a major point of view the answer is “No” even the graduate Office Managers would make a similar answer.
Taking an instance of the present day Office Manager (graduate), they cannot successively match these information devices. This could be justified from institutions that offer this course because from a major point of view it is seen that institutions are not well equipped to match the challenges which this profession demands. Bearing this in mind, if the Office Manager is employed in an organisation which is dependent on the usage of these devices to achieve corporate goals the Office Manager on being shown or exposed to this devices, will instantly recognize major defined problems. These include;
- The problem of how he can effectively make use of these devices to produce what is required in terms of its operation.
- The problem of how he could apply this to identify the organizations problems and what needs are required by the organization that the actual time and at the actual place and condition. So much is really expected of the Office Manager.
Thus, looking at these institutions, one readily observes that they lack the equipment as to be in pari passu with modern day introduction of information technological devices. With this lack of equipment as to run the profession in its proper form, what would be the fate of the Office Manager? This research work will centre on the impact information technology will have on the effectiveness of the office manager.
1.3 PURPOSE OF THE STUDY
The purpose of the study is as follows;
- To find out if the office manager possesses some unique qualities and abilities on office technology to be able to perform well.
- To know if office managers are keeping abreast with the pace of information technology.
3 To find out the types of gadgets involved in modern day technology
- To know the impact of technology on office managers’ effectiveness in organizations.
1.4 SIGNIFICANCE OF THE STUDY
The significance of this study could be highlighted in the need to alert office managers that business organizations are now in a world of automation and therefore they should be conscious of the great challenges ahead of them. Also institutions should be aware of the need to expose the would-be office managers to those technological devices. Besides, business organizations should know that office managers are of importance to them and should, therefore, make available these modern devices for effectiveness.
1.5 RESEARCH QUESTIONS
This research study will attempt to find answers to the following questions;
- Do Office Managers possess unique qualities and abilities on information technology to perform their roles in organizations?
- Are office managers keeping pace with the evolution of information technology?
- What are the gadgets involved in modern day technology?
- To what extent do office managers feel the impact of information technology?
1.6 DELIMITATION OF THE STUDY
This project is limited to office managers and management staff in selected organizations in Port Harcourt which includes Shell Petroleum Development Company of Nigeria (SPDC), and Nigeria National Petroleum Corporation (NNPC).
1.7 LIMITATION OF THE STUDY
In the cause of carrying out this research, problems were being encountered which are listed below:
- Financial problem: This money being used for this research was not quite easy to get and it make the research more difficult and challenging. It was through assistance of parents and friends that this research was accomplished.
- Time constraints: The urge to make the best use of time was there but making preparation for my first semester examination at the same time doing the project was really challenging, even after the examination there still not enough time for me to work on the project.
1.8 DEFINITION OF TERMS
The following terms are defined for the purpose of the study:
Information technology: Systematic application of knowledge to information
Effectiveness: Ability to bring about the result intended.
Innovation: The art of making changes or introducing new things.
Machines: Appliance or mechanical devices with parts working together to apply power.
Communication: The act of passing on, sharing, exchanging news, information etc.
Pari passu: Simultaneously and equally; at an equal rate of progress.
Automation: Has to do with the use of machines. The machine appears of itself to make its own decision without guidance from the brain of a man.
Economic Recession: Temporary decline in economic activity or prosperity.