Impact Of Office Managers Towards Organization Productivity In An Organization

Introduction

1.1 Background of the Study

The fast growing and developing world of technology has introduced a lot of change to the role and functions of Office Manager. The type of machines and gadgets that were used to produce duplicate and store information has undergone a great transformation to grow with the fast growing world of technology. The success of any organization relies much on the Office Manager whose role though supportive is critical to the achievement of organizational goals and objectives. In today’s organization one of the things that make organizations unique is the use of modern technological gadgets both internal and external forces such as market competition, consumer behavior and technology and quality management are the drivers of organizational change. In today’s business world, every office requires facts and accurate information for quick decision making (Apkomi and Ordu 2012). The role of Office Manager is crucial to the life and progress of any contemporary organization hence the need for some technological and human backing from the workplace. The introduction of modern machines such as printer, fax, pen drive, cell phones, photocopier, telex, internet and programmes has lessened the onerous tasks for the modern Office Manager. The effective performance of the professional Office Manager depends upon the office equipment, knowledge and skills. The skill level and functioning of the traditional Office Managers involve greater physical and mental ability. It ranges from production, reproduction storage and retrieval among others. These requisite knowledge and skills make the position of the Office Manager rather challenging, hence the reason for graduate of other discipline and profession embracing Office Managerial as their career.

However, these new developments brought by technological challenges require even more knowledge and skills beyond being an Office Manager. In order to face the challenges and problems brought to bear by the information of modern technology training of the Office Manager is paramount. With this achievement of technology, the use of the computer and software programmes facilitates the work of the professional Office Manager.. Information Technology has affected many professions in recent times. The role of Office Manager have been turned around by technology, it has provided the tools that shift the role of office managers from that of the information recorders to business strategies (Adedoyin 2010: Appah and Emeh 2011 and Jaiyeola 2012). These are wide range of office machines and equipment which now enable Office Managers to improve their job performance; such new machines take the form of electronic typewriters that have replaced the manual ones. Word processors with, multi-purpose facilities, computers and other sophisticated office machines and equipment are now provided by employers. Some of the physical equipment used by office managers includes computers communication equipment and electronic pocket organizers (Lucas 2008). New technological equipment that has altered the producers and technique for office functions include the computers, electronic mail/commerce, voice mail and the internet. Automation is an innovation and a consequence of the industrial revolution. It is a collection of methods for controlling machinery and production process by mechanical method, usually with electronic equipment. It is also seen as the process of replacing human work with work done by machines or system designed to perform a specific combination of action.

(Ezoem, 2004; Osuala 2010) viewed an office Manager as a professionally trained and qualified information technologist and psychologist with mastery of office and administrative management process of institutions for instantaneous comprehension of ideas and issues in human and organizational behaviors. It means that a qualified office managers should have a wide knowledge of business acumen, versatile knowledge in accounting personnel, office practice and communication and inside knowledge of the operation of all departments within the organization where he works, unlike a half-baked office Manager who posses only knowledge of shorthand, typewriting and basic office practices(Edwin, 2008) advent of the word processor has helped to make the managerial career path cleaner, for an Office Manager to be employable in automated office equipment training. Unfortunately, the office manager’s position is the most misunderstood term in the office. The office manager’s role is more than runs the office, he sees to every aspect of the office duties both clerical and managerial. Mugisha (2009) the traditional role of an office manager was to support the executive, by helping to manage his schedules, handle visitors and callers and produce document and communication.

A Office Manager handles the confidential information of any organization. A Office Manager 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 Office Manager is extremely challenging, the need to be technically proficient is important because, office automation has moved from mechanization to electronic form. Office Manager 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 Office Manager 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 Office Manager 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 Office Manager is.

1.2 Statement of the 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 Office Manager 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 Office Manager 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 Organization 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.

1.3 Objective 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

Investigating whether office managers are needed than their counterpart and whether the remuneration is commensurable with their duties.

To know the level of contribution of office managers in organization.

To know how their contribution have affected the productivity of the organization.

 

1.4 Research Questions

In the process of identifying the impact of the office manager in the modern organization, the following research questions were addressed;

What are the traditional functions of an office manager in the modern organization?

Are the office managers contented with the work they do?

How does modern office equipment affect the functions of office managers in an organization?

Does office manager’s contribution has effect on the productivity of the organization

What are the strategies for enhancing the productivity of the office manager with the changing office work environment in the organization?

 

1.6 Research Hypotheses

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

H0: office manager’s contribution has not affected the productivity of the organization.

H1: office manager’s contribution has affected the productivity of the organization

 

1.6 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 Office Manager 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

1.7 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. Despite the limitation scope of this study, certain constraints are encountered during the research of this project.

1.8 Limitation of the Study

In the course of carrying out this study, the researcher experienced some constraints, which included time constraints, financial constraints, language barriers, and the attitude of the respondents. However, the researcher were able to manage these just to ensure the success of this study.
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.

1.9 Definition of Terms

Contribution:

A gift or payment to a common fund or collection.

Office Manager:

Office Manager Job Duties: Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

Achievement:

A thing done successfully with effort, skill, or courage.

Organization:

An organization or organization is an entity comprising multiple people, such as an institution or an association that has a collective goal and is linked to an external environment.

Goal:

A goal is a desired result or possible outcome that a person or a system envisions, plans and commits to achieve: a personal or organizational desired end-point in some sort of assumed developments

1.10 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