Contribution Of Office Managers Towards The Achievement Of Organizational Goal
(A Case Study Of Eedc Owerri District Office)
Office managers play a crucial role in facilitating the achievement of organizational goals through their multifaceted responsibilities in coordinating and overseeing administrative tasks, fostering efficient communication channels, and implementing streamlined processes. By optimizing resource allocation, managing workflows, and ensuring adherence to established protocols, they enhance operational effectiveness and contribute to the attainment of key objectives. Additionally, office managers serve as liaisons between different departments, promoting synergy and collaboration, while also identifying areas for improvement and implementing strategies to enhance productivity and performance. Through their proactive approach to problem-solving and their ability to adapt to changing circumstances, office managers play a pivotal role in driving organizational success by aligning daily operations with overarching strategic objectives.
This study examined the contributions of office managers towards the achievement of organizational goal. 160 participants were used for the study comprising 140 office managers and 120 bosses. Data collected through questionnaire and interview method were analyzed with the aid of percentage. The result showed that the jobs of office Managers are of great contributions in the achievement of organizational goals due to the increase in office automation. The evident were gotten in the analysis given by the respondents. The implications and recommendations were made base on the finding of this study.
Title Page i
Approval Page ii
Dedication iii
Acknowledgement iv
Abstract v
Table of Content vi
CHAPTER ONE
Introduction 1 Statement of Problem 4
Objectives of the study 5
Research question 6
Significant of the study 6
Scope of study 7
Limitation of study 8
CHAPTER TWO
Introduction 10
The concept of secretary 11-15
Role of secretary in organization 16-19
Contributions of office Managers in Business 20
Competencies required of secretary in organization 21-22
International /Intercultural Competencies 23
Weakness 24
Opportunities 25-26
Trends 27
Trends and Challenges 28-31
The Secretary and Ethical Concern 32-34
The Secretary and Unethical Practices 35
Succeeding At Modern Offices 36
Personal Competence 37
Communication Competences 38
Domain Competences 39
Summary Of Review Of Related Literature 39
CHAPTER THREE
Research Methodology
Introduction 40
Research Design 40
Area of study 41
Population 41
Sample / Sampling Technique 42
Method of data collection 42
Method of Data analysis 42
CHAPTER FOUR
Data presentation and analysis
Introduction 43
Research questions 43-60
CHAPTER FIVE
Introduction 61
Summary 61
Conclusion 62
Recommendation 63-64
References 65-66
Appendix 67
Questionnaire 68-71
INTRODUCTION
Background Of Study
According to Ohakwe (2011). The term secretary is derived from the Latin word Secenere meaning ’’to distinguish or to set apart.
A Secretary handles the confidential information of any organization. A Secretary provides the administrative support to senior level professional commonly called ’’Executive Assistant’’ This individual performs a variety of clerical operations and sometimes personal task aimed at ensuring that organization runs in an efficient and organized manner .
In addition, it is not uncommon for employers to prefer to hire candidate who possess a college degree. Although, these has been traditionally viewed as an entry level for the occupation. The roles of secretary is extremely challenging, the need to be technically proficient is important because, office automation has moved from mechanization to electronic form. Secretary are expected to handle programs such as word processor, spreadsheet, database, desktop publisher, internet software package, computer file manager, presentation, financial system, internet publisher, which aimed at ensuring speed and accurate task performance.
Also, he/she must be able to properly use host office machines including photocopiers, fax machine, and multiline telephones. The Secretary is often seen as an image maker, public relation personnel, information processor and indispensible personnel in the organization. He/she is often regarded as the clearing house through which various project undertake. As a result, the challenge of staying organize and on top of everything is required of him everyday Ohakwe (2012).
Earlier, the role of office manager was limited in taking notes from their bosses. However, with the advent of technology in companies and offices, these duties have extended to things that were meant for the professional managers. Nowadays, employer prefer candidate who at least have a college degree. One can also enrol for specialize courses that train people to carry out their duties effectively. Though, the role of secretary profile is generally the same in any organization. In an attempt to write on the contributions of office Managers in achieving success at work, one shall attempt in this presentation to x-ray the contribution of office manager in achieving success at work through a simple but pragmatic SWOTT Analysis, where ‘S’ stand for strength,’ W’ for weakness, ‘O’ for opportunities ‘T’ for threat, and the last ‘T’ for trends. A curious mind at this juncture may ask who a Secretary is.
Statement of Problem
Over the year, there has been serious misconception about office manager by the public and others who are not in the profession sometimes look down on them as secretary assistant 2 (typist and stenographer) who wait and work according to the various wishes of their bosses. Others look at them as subordinate who cannot actually act even when there is need for them to do so unless with authority from their superior. All these have been the limitation or problems facing them, people take them as the inferior ones in an organization because they can never be the boss in an organization no matter their level. In the 21st century labour market, the secretary must of a necessity go beyond what is normally regarded as her duties event into the personal affairs of her boss. For instant, going to bank to withdraw money for boss, serving tea, assisting the chairman on any point and supplying explanation when necessary, getting information from files, sweeping the office if the cleaner is not around and. All these have been the problem facing the office managers.
Objectives of the Study
The main objectives of this study is aimed at finding out the contributions of office manager towards the achievement of organizational goals
Moreover, it also extend at
1. Investigating whether office managers are needed than their counterpart and whether the remuneration is commensurable with their duties.
2. To know the level of contribution of office managers in organization.
3. To know how their contribution have affected the productivity of the organization.
Research Question
This research question is aimed at knowing the relevant question that needed to be ask concerning this topic
1) Are office manager needed by organization more than other cadres of officers? ¬¬¬¬¬¬¬
2) What are the contributions of office managers in business organization?
3) What are the effects of the contributions of office manager to organizational productivity?
Significance of the Study
The finding of this study will be of great help to many people. Student in the secretarial professions will be exposing to the actual place of the secretary in the 21st century labour market and her perceived roles.
The finding of this study will also correct the misconception on the part of the public who regard office manager as a main typist or stenographer. It will also give the undergraduate office managers an insight into what their prospects will be on the completion of their course. It will expose the worth of office managers in the business world.
Moreover, the research work will help bosses to determine the quality and output of those they have as employer. It will also enable them to know the important of motivation and commensurate benefits of office managers.
Finally, the finding will ensure uniformity in grading workers according to the qualification and merits if implemented
Scope of the Study
The study is on the contributions of office managers in some selected business organization. It is restricted to the office managers only for the purpose of thorough study, using EEDC as case study which is now privately owed. It is hoped that whatever results obtained would be assumed to be applicable generally.
Limitation of Study
Despite the limitation scope of this study, certain constraints are encountered during the research of this project.
Some of the constraint experiences are:
1) Time: The was a major constraint on the researcher during the period of the work considering the limited time given for this study, there was no much time to give this research the needed attention.
2) Finance: Owing to the financial difficulty prevalent in the country and its resultant rise in price of commodities, transportation fares, research material etc it is not easy meeting all the financial obligation.
3) Information Constraint: Nigeria researcher has never had it easy when it comes to obtaining necessary information relevant to their area of study from private businesses. EEDC find it difficult to reveal their internal operations. The primary information was gathered through face to face interview. Getting the published material on this topic means going from one library to other which was not easy.
Although, these problem placed limitations on the study, but it did not prevent me from carrying out a detail and comprehensive research work on the subject matter.
Contribution Of Office Managers Towards The Achievement Of Organizational Goal:
Office managers play a crucial role in contributing to the achievement of organizational goals. Their responsibilities encompass a wide range of tasks that directly and indirectly impact the efficiency, productivity, and overall success of an organization. Here are some key contributions office managers make towards achieving organizational goals:
- Administrative Efficiency: Office managers are responsible for overseeing administrative processes such as scheduling, record-keeping, and documentation. They ensure that these processes run smoothly, reducing delays and operational bottlenecks, which in turn enhances overall efficiency.
- Resource Management: They manage office resources, including office supplies, equipment, and facilities. Effective resource management ensures that employees have the tools they need to perform their tasks efficiently, contributing to productivity and goal achievement.
- Communication Hub: Office managers often serve as a central point of contact for communication within the organization. They facilitate effective communication between departments, teams, and leadership, ensuring that information flows smoothly and accurately.
- Staff Support and Coordination: They are responsible for supervising administrative staff, ensuring that they are well-trained and capable of supporting various departments. This support is essential for teams to function effectively.
- Budgeting and Financial Management: Office managers may be involved in budgeting and financial management, ensuring that the organization’s resources are allocated wisely and that expenditures align with strategic goals.
- Technology and Automation: They keep up with technological advancements and implement tools and systems that streamline processes. Automation can significantly improve efficiency and reduce errors, ultimately contributing to goal attainment.
- Workflow Optimization: Office managers analyze workflows and identify opportunities for improvement. By optimizing processes, they help teams work more efficiently and achieve their objectives more effectively.
- Crisis Management: When unexpected challenges or crises arise, office managers play a critical role in coordinating responses and ensuring that the organization can adapt quickly to changing circumstances.
- Culture and Employee Morale: Office managers often influence workplace culture and employee morale. A positive workplace environment can lead to higher employee engagement and motivation, which can positively impact performance and goal achievement.
- Compliance and Risk Management: They ensure that the organization complies with relevant laws and regulations. Managing risks effectively helps protect the organization from legal and financial issues that could hinder goal attainment.
- Strategic Support: Office managers work closely with leadership to implement strategic initiatives. They may be involved in project management and play a key role in executing the organization’s strategic plan.
- Customer Relations: In some cases, office managers are responsible for customer interactions and satisfaction. Ensuring a high level of customer satisfaction is directly tied to achieving business goals, especially in service-oriented industries.
In summary, office managers are central to the smooth operation of an organization. Their contributions span various aspects of administrative, operational, and strategic functions, all of which are critical to achieving organizational goals. By effectively managing resources, optimizing processes, and fostering a positive work environment, office managers help create the conditions necessary for the entire organization to succeed.