Challenges Of Word Processing To Secretaries
(A Case Study Of Some Selected Financial Institutions In Enugu State)
Word processing poses significant challenges to secretaries, demanding a versatile skill set that encompasses not only proficient typing but also mastery of various software applications. The intricate nature of document creation, editing, and formatting requires secretaries to navigate through a labyrinth of tools and functionalities. The dynamic landscape of word processing tools necessitates continuous adaptation to updates and evolving features, ensuring that secretaries remain adept in their roles. Additionally, the demand for precision and accuracy in producing documents, coupled with the need for efficient time management, places a considerable burden on secretaries. The intricate interplay between technological advancements and administrative responsibilities highlights the complexity of this task, underscoring the need for continuous professional development to meet the ever-changing demands of the modern office environment.
This project is on the challenges of word processor to secretaries in some selected financial institutions in Enugu state. Questions have been asked on whether word processor had a problems in secretarial practice or not? Will the introduction of word processor not make additional demands on the secretary in terms of skill training and finally, will it not straight away leads to redundancy and subsequently loss of job for some secretaries.
The project comprises of five chapters. Chapter one deals with background information, statement of problems research questions, scope of study, significance of the study and definition of terms.
Chapter two deals with review of related literature, word processor, functions of word processor, word processor as an aid to decision making, word processor and achievement of organizational goals and challenges posed by word processor to secretaries.
Chapter three deals with the method use in collecting data. The findings of the researcher was that word processor has indeed posed a lot of challenges to secretaries. One of the challenges is that secretaries have undergone training in order to keep abreast with the use of machine.
In chapter four, dealt with data analysis and presentation. Simple percentage was used to analyzed and interpret the data collected.
The researcher discovered that word processor does not constitute a threat to secretaries, instead she used it as part of her tools and processing of information which aid decision making.
My recommendation is that the employee of labor especially secretaries should endeavor to provide word processors and engage their secretaries in an in service training on how to use the machine.
Title Page
Abstract
Table Of Content
CHAPTER ONE
1.0 Introduction
1.1 Background Of The Study
1.2 Statement Of The Problems
1.3 Purpose Of The Study
1.4 Scope Of The Study
1.5 Needs For The Study
1.6 Significance Of The Study
1.7 Research Question
1.8 Definition Of Terms
CHAPTER TWO
2.0 Literature Review
2.1 Word Processor.
2.1.1 Functions Of Word Processor
2.1.2 Word Processors As An Aid To Decision Making
2.1.3 Word Processor And Their Achievement Of Organizational Goals
2.1.4 Challenges Posed By Word Processor To The Secretaries.
2.1.5 Misconception/Threat Of Word Processing
2.1.6 Types Of Word Processing
2.1.8 Word Processing Personnel Chart
2.1.9 Advancement Opportunities And Word Processing Career Path.
2.1.10 Summary Of Literature
CHAPTER THREE
3.0 Methodology – Introduction
3.1 Research Design
3.2 Area Of Study
3.3 Population Of The Study
3.4 Sample And Sampling Procedure
3.5 Instrument For Data Collection
3.6 Validation Of The Research Instrument
3.7 Reliability Of The Research Instrument
3.8 Method Of Administration Of The Research Instrument
3.3 Distribution And Recovery Of Questionnaire
3.9 Method Of Data Analysis
CHAPTER FOUR
4.0 Presentation And Analysis Of Data
CHAPTER FIVE
5.0 Summary Conclusion, Implication And Recommendations
5.1 Summary Of Findings
5.2 Conclusion
5.3 Implications
5.4 Recommendations
5.5 Suggested Topics For Research
References
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
The business world is witnessing a new industrial revolution based on the new information technology. This new industrial revolution refers to all new technologies on micro electronics or computer systems, fax, systems and other information based system that people use as a means of storing, retrieving and communicating vast amount of data and information quickly e.g the word processor.
Office method and services are daily getting complete and the volume of word to be handled is increasing also. The quality of service to be handled is increasing, like reaction or response time expected of the office work is now shorter than it has been in the recent past.
There is therefore the need for office administrator which includes the secretary to cope with the increasing quality and quantity of services required.
However, the availability of these word processors can be used to improve the administration and management of both the public and private sectors. Just like most other technologies introduced in industries and other organization, the word processor are capital intensive, labor saving and cost saving.
They could therefore be used to enhance productivity. According to Aanson (1992) “increased productivity result from increase dexterity and also by saving of time cost and moving from one work to another to invention of mechanic that abridge labor which man to do the work of many.
The technology has been integrated into one and is assuming an increasing high profit in organization in the nation. Both government administration, business performance and its level of usage and cost growth
In parallel, the technology confirms to evolve at a remarkable speed. The result is that whilst word processors make increasing demand on technological expertise on the user, it is also fast becoming a key concern for various businesses organization in terms of how to acquire and sustain the technology to use it properly and efficiently.
The researcher seeks to analyze, introduce and suggest ways of using the word processor which are available as a result of advancement in technology. Hence the topic “A survey of secretaries using word processor with an aim to identifying the problems and prospects (using Union Bank as a case study)”
The use of word processor in a modern office provides the secretary with the necessary tools needed to have their entire routine task performed automatically. It leaves them free to creative productivity and promotes the best climate for maximum efficiency. Hence we say that the word processor represents an evolution of office equipment not a revolution. It will also look the extent the word processor has been effective meeting the need of the business world.
1.2 STATEMENT OF THE PROBLEMS
Manual data processor much of the information that is handled in an office is processed by hand or manually. The receipt prepared after payment and the sales slip completed in a department store are of information prepared manually.
Every organization data processes are done manually. In some small business most of the records are hand written. In some companies, none of these activities would be done manually but in other all of them are, the trend today is towards ever-greater use of anon0manual methods of processor, but manual continue to be used. For thousand years, all business company was processed manually. This wasn’t always a satisfactory method because it was so slow. Then came the typewriter, computing machines, duplicators, (machines that make copies and other mechanical devices. They speeded up word processor enormously. It was necessary to write every thing by hand even business letters. This was a slow and costly process and usually no more than one or two copies could be made of a business documents at a time. Secretaries will do many work like processing activities including the preparation of letters and reports, financial statement and dozens of other papers. The introduction of electronic word processor not too many years ago made greater speeds possible and also made possible many special used pf the computer. With many copies of a document could produced at a time.
While the secretaries received office workers of the burden of writing everything by hand, computing machines freed them of most of their hand computation chores. Not only are computing machines faster, they are also more accurate.
The speed of operations has greatly increased performing many thousand of work or calculation in a second but in manual word processor you use hand mind and brain.
Reduced cost is ability to utilize a wide variety of input and output media gives the user greatly increase flexibility in data input alternatives and output formats. Manually when large numbers are involved coupled with long and difficult equation, the tendency to miscalculate is high
Word processors have electronic keyboard with alphanumerical keys as well as the function key or manual keys for inputting data into the system. Manual keyboard other than the hand and pen and even where is a keyboard, the keys are manually operated. Typographical error is corrected by operating special command keys. Manual erasers or correction fluids may be used. This makes work very untidy and rough.
Deleted or erased letters may be called or retrieved, but with manual typewriter, this is not possible word processors make text preparation quick and easy. They facilitate editing correcting, revising and making other changes without retyping the letter. They encourage natural flow of creativity without worrying about what the final printed document will be like because the word processor or the computer take care of it. This is not possible with manual typewriter. Word processor makes text preparation quick and easy. They facilitate editing, correcting revising and making other changes without retyping the text.
1.3 PURPOSE OF THE STUDY
There is a popular nation that as a result of the advent of word processor, the work of secretaries is threatened.
The study therefore aims at discovering how far the assertion is correct. It aims at highlighting the use of word processor device in a way that will enable one understand why word processor are produce. The purpose is look into how the office administrator, which includes the secretary can cope with the increasing work load, solve the most complex problems speedy, accurately and significantly improve efficiently and income producing potent oil of the office workers.
This study is also meant to see how word processor device and the secretary are combined for efficiency so that the job security of the secretary need not be jeopardized.
1. To know whether the use of word processor has led to the achievement of work efficiency in the banking industry.
2. To know whether word processor has imposed a lot of challenges to secretaries.
3. Whether the use of word processor result to fast processing of information, which aids decision making.
4. To know whether the use of word processor is a threat top secretaries.
1.4 SCOPE OF THE STUDY
In carrying out this study, the researcher wish to investigate the use of word processor by secretaries in Union Bank of Nigeria and its subsidiary banks in Enugu, and how it affects the operation of the organizations.
The researcher is interested on how secretaries using word processor have been highly productive in the organization.
1.5 NEEDS FOR THE STUDY
Efficiency, accuracy and high productivity are the objectives of every business organization. The researcher have had occasions to pander over the unnecessary delays in most cases are attributed to the volume of the work to be carried out and lack of means of carting out. Apart from the waste of time, that is also the questions of how such work is prepared.
1.6 SIGNIFICANCE OF THE STUDY
The fact that industrialization has brought a lot of pressure to bear on the secretaries thereby necessitating the need for improvement in office equipment to facilitate the job and to cope with attendant pressure on the job cannot be contested.
The need for this is to enable the organization attain its objectives. The importance of thing therefore need not to under estimated. A lot of paper work and storage of tangible records are done by the word processor. A study of this new device is importance because such a study would cleat on part of management and awareness of the need for a constant review of existing system with the aim of upgrading them if need be. Word processor bring a new equipment creates the need for a complete change of an existing system with the aim of upgrading them. If need be. The word processor being a new equipment creates the need for a complete change of an existing in order to bring about a more proficient way of operation.
This making a good secretary indispensable for an organization elicit desire to move along with time.
The findings of this research will also help most banks that have not introduced the use of word processor to realize the importance of the modern office equipment and to work towards its application. Also the study will be of immense importance to secretaries that make use of the word processor in firm or offices.
1.7 RESEARCH QUESTION
1. Does the use of the word processor lead to the achievement of work efficiency in the banking industry
2. Does word processor imposed challenges to secretaries.
3. Does the use of word processor result in fast processing of information which aids decision making
4. Do the use of word processor is a threat to secretaries.
1.8 DEFINITION OF TERMS
In writing the research paper, there are some optional word or phrases that will appear very frequently in use to make for adequate clarity of purpose and presentation such words will be defined in this section in accordance with the usage that will be made of them.
In doing so, I hope to present one ideal aids towards effective understanding of such terms and such words and terms used here.
AUTOMATION
These processes in which mechanisms are used to perform task that required the attention and control of human beings.
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Challenges Of Word Processing To Secretaries:
Word processing has revolutionized the way secretaries and administrative professionals handle documents and correspondence. While it offers numerous advantages, it also presents its own set of challenges. Here are some common challenges of word processing for secretaries:
- Technical Proficiency: Learning and keeping up with word processing software can be a challenge, especially for those who are not tech-savvy. Secretaries need to be proficient in using word processing programs like Microsoft Word or Google Docs, which often involve a wide range of features and updates.
- Formatting Issues: Word processing documents often require specific formatting, such as margins, font styles, and line spacing. Ensuring consistent formatting throughout a document can be challenging, especially for longer or complex documents.
- Document Version Control: Managing multiple versions of a document can be tricky. Secretaries must keep track of edits, revisions, and comments from various collaborators, which can lead to confusion and version control issues.
- Spellcheck and Grammar: While word processors offer spellcheck and grammar tools, they are not foolproof. Secretaries need to be vigilant about proofreading and correcting errors that these tools may miss.
- Document Security: Ensuring the security and confidentiality of sensitive documents is crucial. Secretaries must be diligent in protecting digital files from unauthorized access or sharing.
- Compatibility: Compatibility issues can arise when sharing documents with others who use different word processing software or versions. Ensuring that documents look the same across different platforms can be a challenge.
- Document Organization: As secretaries create and manage a large volume of documents, organizing and retrieving them efficiently can be a challenge. Developing a systematic filing and naming system is essential.
- Technical Glitches: Word processing software can sometimes encounter technical glitches, leading to data loss or corruption. Secretaries should regularly save their work and back up important documents to mitigate these risks.
- Printing Challenges: Formatting documents for printing can be tricky, as what you see on the screen may not always translate perfectly to a printed page. Secretaries may need to adjust settings to achieve the desired print results.
- Learning Curve for Updates: Word processing software often undergoes updates and changes. Staying up-to-date with the latest features and improvements can be a continuous learning process.
- Multilingual Support: If a secretary works in a multilingual environment, they may encounter challenges related to formatting and spellcheck in languages other than their primary one.
- Document Conversion: Converting documents between different formats (e.g., from Word to PDF or vice versa) can sometimes result in formatting issues or loss of content.
To overcome these challenges, secretaries should invest time in training and staying updated on the latest software features. Additionally, they can develop effective organizational strategies and maintain good communication with colleagues to ensure smooth collaboration on documents.