Identification Of The Effects Of Computer Literacy On Modern Secretaries
(A Case Study Of Nepa Enugu)
Computer literacy has become an indispensable asset for modern secretaries, shaping their roles and responsibilities in contemporary workplaces. Proficiency in utilizing various software applications, efficient data management, and adeptness in digital communication are pivotal components of computer literacy for secretarial functions. The ability to navigate diverse technological tools enhances their efficiency in tasks such as document creation, scheduling, and information retrieval. Additionally, computer literacy fosters adaptability, enabling secretaries to seamlessly integrate new technologies into their workflow. This proficiency not only streamlines administrative processes but also elevates the overall effectiveness of secretarial roles in the fast-paced, technology-driven work environment. Consequently, computer literacy is a key determinant of success for modern secretaries, empowering them to contribute significantly to organizational efficiency and effectiveness.
This project attempted to identify the effects of computer literacy on the job performance of modern secretaries and to find out if secretaries without computer knowledge can be conveniently employed in a modern office.
The researcher used all the secretaries in NEPA Enugu Zonal office which is 75 secretaries as the population of the study. Because of the smallest of the population size, the researcher used the entire population of 75 secretaries for the study.
The instrument used for data collection was a 20-iten structured questionnaire called ECLOSEC (effects of computer literacy on secretaries) which was prepared by the researcher.
The researcher in order to get the needed result distributed questionnaire to some staff of National Electric Power Authority, NEPA Enugu zonal office which was the area of study of this project, and their responses were converted. The researcher was able to found out that there are some effects of computer literacy on modern secretaries which are speed and accuracy, neatness, easy edition, formatting and saving of documents. Also that secretaries without computer knowledge cannot be employed in a modern office
Furthermore, the researcher agreed that the major problem of secretaries is the fear that computer has come to replace them because they know fully well that without computer knowledge they would not be able to do their work perfectly in a modern office. The researcher noticed that students are not taught word processing as a serious course and this has contributed to their failure in performing their job.
It was as a result of these findings, the researcher suggested that every secretary should try hard to become computer literate by going for the training so as to secure gainful employment in a modern office.
Title page
Approval page
Dedication
Acknowledgement
Abstract
List of tables
Table of content.
CHAPTER ONE
INTRODUCTION
1.1 Background of the study
1.2 Statement of the problem
1.3 Purpose of the study
1.4 Research question
1.5 Hypothesis
1.6 Scope of the study
1.7 Significance of the study
CHAPTER TWO
REVIEW OF LITERATURE
2.1 The meaning and development of computer
2.2 Importance o computer and computer literacy
2.3 The effects of computer literacy on modern secretaries
2.4 The problems of secretaries encounter in the use of computer
2.5 Summary of the literature reviewed.
CHAPTER THREE
RESEARCH METHODOLOGY
3.1 Research design
3.2 Area of the 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 Methods of data collection
3.9 Method of data analysis
CHAPTER FOUR
DATA PRESENTATION AND RESULTS
CHAPTER FIVE
DISCUSSION OF RESULTS, IMPLICATION AND RECOMMENDATION.
5.1 Discussion of results
5.2 Conclusion
5.3 Implication of the research results
5.4 Recommendations
5.5 Suggestions for further research
5.6 Limitation of the study
References
Appendixes
1.1 BACKGROUND OF THE STUDY
In the past, centuries, secretaries keep important documents or mails in their files or drawers. These files will be kept in the file cabinet as the storage facility and this process will be in progress for years. Although these facts are kept at a stage some of these documents may get too old and tore, it can get lost or the cabinet may not contain it any longer thereby leading to its relocation. Also another worker in the organization may take away an important document without the secretary’s knowledge
Further, stones and sticks were initially used as counting tools or machine before the industrial revolution. Charles Babbage who invented the first calculating machine fore see the ineffectiveness of using the Abacus method of calculation. Computer came into existence with the help of the Harvard University coupled with the idea of Babbage with the experience gained from the use of punched cared machine. The first electric computer was build in 1944 and it was called the Electronic Numerical Integrator and calculator (ENIC)
Over the years, (during the 19th and 20th century) business officers have been under going the process of computerization in terms of installing computers and other modern equipment in pace of old And absolute ones. This computerization process started in Europe after the industrial revolution and has since gone round the world including Nigeria and Enugu.
Moreover, the duties of modern secretaries in offices and the use of computer revolves round the secret for the achievement of organizational goals because a modern office that does not have this computer may not achieve their goals effectively. A modern secretary is a person who possesses a mastery of office skills who demonstrate the ability to assume responsibilities without supervision, who exercises initiatives and judgment and who make decisions within the scope of assigned authority with the knowledge of computers.
Today most offices have been computerized and it is the secretaries that manipulates these equipments in the course of discharging their duties effectively. The question now is “To what extent does the use of computer affect the job performance of modern secretaries in terms of efficiency, quality of work done reduces mistakes in circulation and gives offices efficient cost effect analysis that would be nearly impossible with manual operations. The effects of the computer literate on the modern secretaries than becomes an issue of discussion.
Computerized technology is more powerful, more versatile and more flexible than the mechanical technology that the world has now outgrown. In the rapidly changing world where information technology and the electronic office is fast becoming a reality, secretaries cannot be pleased and rely on their basic office skills or secretarial training. Although skills and discipline will be necessary, the ability to be conversant with word processors, computer, desktop publishing equipment and computer application and future innovations will be an essential requirement. Introduction of computer technology improves the secretarial skills and experience. Office work is the area of business which has been most influenced by computer and micro processor. Secretarial work requires the use of word processor, printer and monitors to control their operations and it also help artists, scientist, engineers, accountants, etc. computers are vital to the secretaries in their management systems and storage of information.
In spite of this computer age, some secretaries are still carrying out their duties manually without the aid of computers because they are completely ignorant of the usefulness of the computer. This research therefore is carried out in order to carefully identify how computer literacy can help modern secretaries and how it will effect their duties.
1.2 STATEMENT OF PROBLEM
Since the introduction of computer into the business world, secretaries now find it difficult to cope with the latest development in micro age. Because there are many problems associated with the use of computer. According to Terry (1970:155) stated that the problems associated with the use of computer is heavily with the cost of maintenance. The cost of repairing and maintaining computer are so high that most of them are dumped in the office making secretaries who are acquainted with them handicapped to tackle their job. Recurrent expenses in the form of cost of stationery, ink, training of staff and special pay for such staff are problems encounters in procuring computer Onasanya (1990:248). He further said that computer reduces inefficiency on the part of the secretary, problems such as delay in production due to break down of the machines arises.
Also modern secretaries without computer literate find it difficult to cope or perform their duties well in a modern office. Many modern office now no longer employ any secretary without computer literate.
Again, the old system of filing or storage has been phased out since the introduction of computers in to the business world. Some modern secretaries cling to the use of manual machine due to their ignorant of the usefulness of computer because of their lack of knowledge of it. Hence her interest for this study to identify the effects of computer literacy on modern secretaries.
1.3 PURPOSE OF THE STUDY
The aims of this study is to identify the effects of computer literacy on modern secretaries using NEPA Enugu as the focal point.
Specially, the study will try to
1. Identify the effects of computer literacy on the job performance of modern secretaries.
2. Find out whether modern secretaries who are not computer literate can be employed in a modern office
3. Identify whether the knowledge of computer facilitates the work of modern secretaries.
4. Find out the importance of computer to modern secretaries.
5. Find out whether the computer has come to replace the work of secretaries.
1.4 RESEARCH QUESTIONS
To achieve the above objectives, five research questions were formulated and the research will provide answers to the following research questions.
1. What are the effects o computers literacy on the job performance o modern secretaries
2. Can modern secretaries who are not computer literate be employed in a modern office
3. Does the knowledge of computer facilitates the work of secretaries.
4. What are the importance o computer to modern secretaries
5. Has the introduction of computer come to replace the work of secretaries.
1.5 HYPOTHESIS
The following null hypothesis will be tested.
Ho: There is no significance difference between the mean responses of female and male secretaries of NEPA Enugu on the effect of computer literacy on the job performance of modern secretaries (P<.05)
1.6 SCOPE OF THE STUDY
This research is focused on an identification of the effects of computers literacy on modern secretaries in NEPA Enugu. Also to the use of observation which were employed to assess both view of the senor secretaries and junior secretaries and the top managers that work directly with the secretaries.
1.7 SIGNIFICANCE OF THE STUDY
This study is going to identify the effects of computer on the job performance of modern secretaries in modern office, to recommend solutions for the up-liftment of everybody in business and for the growth of Nigerian economy in particular.
SECRETARIES
This study is significant in that it will help modern secretaries to know whether computer literate is important in performing their jobs. This is to minimize and where possible to eliminate computer ignorance on the side of secretaries, workers and nature itself.
It will also help to clear the argument on whether the introduction of computer will make modern secretaries jobless or not. Many secretaries now bear it at the back of their mind that the only reason of introducing computer into our business is to chase them away from their normal position in the office
EMPLOYERS
On the side of employers, the notable significance is to inform the employers on the category of secretaries to organizations will equally enjoy this research since it will help them to know, choose or employ qualified secretaries in their organizations.
The secretaries are said to be the life wire of any organization or business. When the secretaries and their employers are happy, the business itself will be invariably happy. The position of secretaries in office affair is a function of the world position in office line. Therefore, the world as a whole is a beneficiary from the study
Finally, this study is immensely significant, primarily with the respect to the fact that it constitutes a major requirement to the conferment of the Higher National Diploma in secretarial studies on the writer. The study will be beneficial to those who need the information for literature enrichment of the subject such as director, managers, secretaries and those interested in secretarial information.
Effects Of Computer Literacy On Modern Secretaries:
Computer literacy has a profound impact on modern secretaries and their roles within organizations. In today’s digital age, secretaries are no longer limited to traditional administrative tasks but are expected to have a wide range of computer skills. Here are some of the effects of computer literacy on modern secretaries:
- Increased Efficiency: Computer literacy allows modern secretaries to perform tasks more efficiently. They can use word processing software for document creation and editing, spreadsheet software for data management, and email for communication. This reduces the time and effort required to complete administrative tasks.
- Enhanced Communication: Secretaries can use email, instant messaging, and video conferencing tools to communicate with colleagues, superiors, and clients. This facilitates faster and more effective communication, regardless of geographical distances.
- Improved Organization: Computer software and tools enable secretaries to better organize and manage their work. They can use digital calendars, task management apps, and file organization systems to keep track of appointments, deadlines, and documents.
- Access to Information: Modern secretaries can access a wealth of information online, which can be invaluable for research and decision-making. They can search for information, gather data, and stay updated on industry trends more easily.
- Automation of Routine Tasks: Computer literacy allows secretaries to automate repetitive tasks through macros, scripts, or specialized software. This frees up their time to focus on more strategic and value-added activities.
- Multitasking: With computer skills, secretaries can efficiently multitask. They can work on multiple projects simultaneously, switch between tasks seamlessly, and manage their workload more effectively.
- Adaptability: Computer-literate secretaries are better equipped to adapt to new technologies and software updates. They can quickly learn to use new tools and adapt to changing job requirements.
- Data Analysis: Modern secretaries can use spreadsheet software to analyze data and generate reports. This analytical capability can be valuable for decision-making and providing insights to their superiors.
- Remote Work: Computer literacy is essential for secretaries working remotely or in hybrid work environments. They need to navigate virtual collaboration tools and maintain productivity while working from different locations.
- Increased Value to Employers: Secretaries with strong computer skills are more valuable to their employers. They can take on more complex tasks, support digital transformation initiatives, and contribute to the overall efficiency and effectiveness of the organization.
- Career Advancement: Computer literacy can open up opportunities for career advancement. Secretaries who are proficient in various software and digital tools may be considered for more senior roles that involve greater responsibility and decision-making.
- Job Security: In a rapidly evolving job market, computer literacy is a valuable skill that enhances job security. Secretaries who can adapt to technological changes are less likely to become obsolete in their roles.
In conclusion, computer literacy has a transformative effect on modern secretaries, enabling them to be more efficient, versatile, and valuable contributors to their organizations. It equips them with the skills needed to excel in the digital workplace and adapt to the ever-changing demands of the modern business environment.