Impact Of Computer System On Performance Of Secretaries

Introduction

1.1 Background of the Study

Several changes have taken place in private and public offices as regards the roles functions of the secretary. The types of machines and gadgets that were used to produce, and store information has undergone a great transformation to cope with the fast growing world of technology. The success of any organization relies much on the secretary whose role though supportive is critical to the achievement of organizational goals and objectives. In today’s organizations one of the things that make organizations to be unique is the use of computer system. Every office require facts and accurate information for quick decision making Akpomi and Ordu 2009, thereby making the role of the secretary a crucial one in the life or progress of an organization hence, need some technological and human backing from the work place. In an organization, information moves from person, forms are completed, filed and received and individuals communicate variety of both simple and complex concepts. At the turn of the century most written information were complied by hand in pen and ink copies were made by hand and communicated was by letter, telegraph or in person. Today most of the tedious functions related to information handling and processing are done through the computer.

For the secretaries, not only have their equipment changed, but also their administrative processes office routine management systems are similarly evolving into new forms. Computers have replaced manual typewriters and electric typewriter while for machines replaced telex machines. There are also different type of advanced communication gadget such as cellular phones, pager etc. With this radical change, the secretaries are expected to change and be able to keep up with all these professional changes around them. In accordance with the law of motion CHANGE is a constant phenomenon. If we look at the beginning of man to the present day, we would see that there had been tremendous change. If there had not occurred, man would have remained primitive hill today. Change is a challenge and if we abide by change, it brings out the best in us thereby leading to erroneous progress.

The first office automatic machine were introduced 1930 and used paper rolls later paper tape as a form of memory. BY the 1960s the international business machine (IBM) had introduced the selective go If ball typewriter which allows the typist to change the print element, the go If – ball to provide a different type font (character design and sign) another break through was the introduction of IBM’s magnetic tape selective typewriter. This was followed by the introduction of a visual display unit (VDU) this allows the typist to see what I happening to the text as if being tied amended and stored, but before it I being committed to paper or printed out. In fact, electronic systems are now possible that they can sense absorbs store, categorize ponder, very high quantity. Yet with greater accuracy, speed and reliability. Coventry, (1981) indicated that Recent development of the micro processor, founded on the silicon chips has potentials likely to have a vast social repercussion throughout financial industry, for a simple chip take over a high proportion of today’s office job P.21. When we refer to computer system, we refer to information and communication system which are necessary for the functioning of the office. We assume that data processing and word-processing play a large role and also that human system under lay these technical systems. In an ideal situation therefore, the technology and the people function together harmoniously.

1.2 Statement of the Problem

Up to the 190’s the use of the computer in this country was limited to very few multinational companies. The secretary then had to contend with using manual and electric typewriters in performing her word processing function. Furthermore storage and retrieval of information was by use of files, filing cabinets, index cards etc. Accessing of other information had to be through telephone directories and other relevant specialized text meant for such purpose. Many of the secretaries of the 80’s are still in employment. With the advent and widespread use of the computer are then wonders how these secretaries are adjusting to be new devices now prevalent in modern offices are they finding it easy or difficult? Is the profession generally under threat by the introduction of the computer and the Internet? What can be done to keep the secretary still relevant in today’s modern business setting? These and many more are what this research aims to find solutions for.

1.3 Objective of the Study

The objectives of the study are;

To ascertain the impact of computer system on secretary’s performance

To ascertain the relationship between computer system and secretary’s performance

To ascertain whether the computer system has any way improve the secretary’s work.

To ascertain whether computer system made it easy or difficult for secretaries at works

1.3 Research Hypotheses

For the successful completion of the study, the following research hypotheses were formulated by the researcher;

H0: there is no impact of computer system on secretary’s performance
H1: there is impact of computer system on secretary’s performance

H02: computer system has no any way improve the secretary’s work.
H2: computer system has any way improve the secretary’s work.

1.5 Significance of the Study

Many of the major problems that organizations have faced in the past have been that they are in awe of technology, they failed to recognize the need to use technology as a competitive weapon against their rivals, they expected technology to be difficult to use and also the unwillingness to address the compelling human issues which has been the major cause of low productivity. This study will help secretaries to full understand how their career will change as a result of the introduction of computers in their offices. This study will be beneficial to students, secretaries and the general public. It will also serve as a reference to other researcher that will embark on this topic

1.6 Scope and Limitation of the Study

The scope of the study covers the impact of computer system on performance of secretaries. The researcher encounters some constrain which limited the scope of the study;

a) Availability of Research Material:

The research material available to the researcher is insufficient, thereby limiting the study

b) Time:

The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.

c) Organizational Privacy:

Limited Access to the selected auditing firm makes it difficult to get all the necessary and required information concerning the activities.

1.7 Definition of Terms

Computer System:

An executive assistance who processes a mastery of office work and skills and demonstrates the ability to assume responsibility without direct supervision, who exercise initiative and judgments and who make decision within the scope of assigned authority. Also a person who deals with correspondence or arranges venues, date and time for meetings

Performance:

A computer is a device capable of accepting information, applying prescribed processes to the information and supplying the result of these processes.

Secretary:

An executive assistance who processes a mastery of office work and skills and demonstrates the ability to assume responsibility without direct supervision, who exercise initiative and judgments and who make decision within the scope of assigned authority. Also a person who deals with correspondence or arranges venues, date and time for meetings

1.8 Organization of the Study

This research work is organized in five chapters, for easy understanding, as follows

Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study.

Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature.

Chapter three deals on the research design and methodology adopted in the study.

Chapter four concentrate on the data collection and analysis and presentation of finding.

Chapter five gives summary, conclusion, and recommendations made of the study