Problems And Challenges Experienced By Secretaries
(Case Study Of Some Business And Public Organizations In Imo State)
Secretaries encounter a myriad of problems and challenges in their professional roles, stemming from the diverse demands of their position. One primary challenge is maintaining effective communication amidst complex organizational structures and diverse stakeholders, requiring adeptness in managing emails, calls, and messages. Additionally, secretaries often face time management hurdles due to the dynamic nature of their responsibilities, necessitating prioritization skills to handle tasks efficiently. Moreover, navigating technological advancements presents another obstacle, as they must continuously adapt to new software and tools. Furthermore, interpersonal challenges arise when balancing interactions with various personalities within the workplace, demanding diplomacy and tact. Lastly, maintaining confidentiality while handling sensitive information underscores the ethical dimension of their role, requiring discretion and integrity in all dealings. In essence, secretaries must navigate a multifaceted landscape, blending communication prowess, time management finesse, technological proficiency, interpersonal skills, and ethical integrity to thrive in their profession.
This research is an investigation into the problems encountered by secretaries in some selected business and public organizations in Owerri urban.
In pursuance of this investigation, three research objectives were used. The researcher utilized the survey method.
The data was gathered mainly through questionnaire. The fifty questionnaires were given to ten (10) selected business and public organizations and the number returned was forty (40) duly completed. The data gathered were then presented, analyzed and interpreted using simple percentage.
The researcher made references to books in the library and unpublished articles, which enable some ideas to be deduced, that aided the research work.
When the data was analyzed, certain problems were identified which include sexual abuse, insecurity, inadequacy of modern machines, abuse of secretary’s role etc.
However, the effects were noticeable no matter where and for whatever reason. Prominent among them was the low morale of the secretary who worked without motivation and incentive. The morale of the secretary will determine the output and this can account for the growth of the organization.
Nevertheless, the researcher made some recommendations, which include; financial rewards should be complimented with other incentives. Efforts should be made to provide good working equipment and materials for effective performance. The management should introduce in-service or on-the-job training for workers to improve their services. The authorities should promote their staff as and when due, and increase their salaries at the right time and also pay their legitimate claims to meet up with challenging needs. Workers should be made to understand that the more effort they put in, the happier they would become with their job. The heads of the various departments and their staff should try and have a cordial relationship between them, as this will not only increase the organization’s productivity but also workers will be at peace with their work.
Finally, although the researcher encountered the usual handicap normally associated with this type of exercise, she was able to surmount them.
Title Page i
Approval page ii
Dedication iii
Acknowledgement iv
Abstract v
Table of Contents viii
Chapter One
1.0 Introduction 1
1.1 Background of the Study 1
1.2 Statement of the Problem 2
1.3 Purpose of the study 3
1.4 Significance of the study 3
1.5 Scope of the study 4
1.6 Research Questions 5
1.7 Definition of Terms 5
Chapter Two
2.0 Review of Related Literature 8
2.1 The Concept of Secretary 8
2.2 What is Business and Public Organizations 12
2.3 Categories of Secretaries 14
2.4 Qualities of a Secretary 14
2.5 The Role of a Secretary 19
2.6 Duties of a Secretary 23
2.7 Lack of Recognition of the Secretary 26
2.8 The Secretary and Job Motivation 27
2.9 The Secretary and Technological Innovations 28
Chapter Three
3.0 Research Design and Methodology 31
3.1 Design of the Study 31
3.2 Population of the Study and Sample Size 32
3.3 Area of Study 32
3.4 Instrument for Data Collection 33
3.5 Validity and Reliability of Research Instrument 34
3.6 Method of Data Analysis 34
Chapter Four
4.0 Data Presentation and Analysis 36
Chapter Five
5.0 Summary of Findings, Recommendations
and Conclusion 57
5.1 Introduction 57
5.2 Summary of Findings 57
5.3 Recommendations 59
5.4 Conclusions 61
5.5 Limitations of the Study 62
References 63
Appendix: Sample of Research Questionnaire 64
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
The secretary is beset with a lot of problems in the course of discharging her duties or responsibilities, in both business and public organizations. These problems may arise from both the job environment and from her duties.
Thus, the functions of a secretary in both business and public organizations are that of coordinating personnel of various arms of an establishment that pass through her and she is responsible for channeling each of the correspondence to the appropriate office for action. Secretaries are pivots on which management revolves and she is the life wire of an organization. This means that she is expected to be the communication link between the organization and the outside world as well as within the organization. It is her duty to ensure that information is passed across.
Hence, the aim of the researcher in tackling this topic is to identify the numerous problems that faced a secretary in carrying out his or her duties. The researcher will also use this opportunity to recommend a lasting solution to these problems. This topic is wroth investigating because the researcher will attempt to expose the problems and provide solutions to secretarial functions. The topic is worth investigating because the researcher will attempt to expose the problems and provide solutions to secretarial functions. The topic will also be very useful to both the private and public organizations.
1.2 STATEMENT OF THE PROBLEM
The problems encountered by secretaries have been characterized by a lot of phenomenal changes in recent times. Most of these problems are caused mainly by the management of both private business and public organizations, thereby hindering the activities or duties of the secretary in the organization.
Further, it has been noticed that the secretary is faced with a lot of problems such as inadequate provision of facilities, inadequate remuneration, abuse of roles of the secretary and over/under utilization of the secretary.
This study is therefore designed to address the problems encountered by the secretary in business and public organizations in Imo State.
1.3 PURPOSE OF THE STUDY
This study is aimed at;
i. Identifying the problems encountered by the secretary in the course of discharging her duties in selected business and public organizations.
ii. Identifying the effects of these problems on the secretary in particular and the organization in general.
iii. Suggesting ways of motivating the secretary to be efficient and effective in the performance of her duties.
iv. Making recommendations for solution to the problems of the secretary.
1.4 SIGNIFICANCE OF THE STUDY
The problems encountered by the secretary when identified could help the public and business organizations to improve the working conditions of the secretary.
In the same way, the problems when identified would enlighten the new entrants into the profession to understand that the profession is not free from problems. The study will identify ways of motivating a secretary for optimal performance and better utilization.
1.5 SCOPE OF THE STUDY
There are numerous business and public organizations in Imo State; the researcher will limit her research to ten organizations. Six (6) business and four (4) public organizations, the six business organizations are:
1. United Bank for Africa Plc
2. British American Insurance Company Limited
3. International Standard Insurance
4. Rank Xerox
5. Rokana Industries Limited
6. Hallmark Bank Limited
and four public organizations that include
1. Ministry of Works and Transport
2. Imo State Sports Council
3. National Electric Power Authority
4. Nigerian Telecommunications Limited (NITEL)
1.6 RESEARCH QUESTIONS
The following research questions designed by the researcher will lead her to a definite conclusion.
1. What are the problems encountered by secretaries in the course of discharging their duties?
2. What are the effects of these problems on the secretary in particular and the organization in general?
3. In what ways can an organization motivate the secretary?
4. What do you suggest could ensure effective utilization of the secretary to ensure organizational growth?
1.7 DEFINITION OF TERMS
For easy understanding and assimilation of this study, some of the terms in form of constraints are defined below. Thee definitions are used in the context of this write up.
Secretary
A secretary is a person who has acquired the basic secretarial skills of shorthand and typewriting plus enough knowledge and practical experience in office work and is able to apply them in practice.
Business
All profit seeking activities and enterprises that provide goods and services necessary to encourage economic growth.
Organization
A structured process in which people interact to accomplish objectives.
Business organization
A group of people or professional body that combine capital and material resources to various goods and services in a more organized way with the aim of making profit.
Public organizations
They are statutory corporations established by the act of parliament or by a decree. They are also business units or government (federal, state, local government) whereby by profits are not paramount.
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Problems And Challenges Experienced By Secretaries:
Secretaries play a crucial role in organizations, assisting with administrative tasks, managing communication, and supporting the overall functioning of the office. However, they can face several challenges and problems in their roles:
- Heavy Workload: Secretaries often have to juggle multiple tasks simultaneously, including phone calls, emails, scheduling, and paperwork. This can lead to a heavy workload, making it challenging to prioritize and manage their responsibilities effectively.
- Time Management: Prioritizing tasks and managing time efficiently is a constant challenge for secretaries. They must balance the demands of various stakeholders and ensure that critical tasks are completed on time.
- Communication Overload: Dealing with a high volume of phone calls, emails, and messages can be overwhelming. Secretaries must navigate through these forms of communication while ensuring that important messages are relayed promptly.
- Confidentiality: Maintaining confidentiality is a significant responsibility for secretaries, as they often handle sensitive information and documents. Breaches of confidentiality can have serious consequences for both the secretary and the organization.
- Interpersonal Challenges: Secretaries interact with a diverse range of people, including colleagues, superiors, clients, and visitors. Managing different personalities and communication styles can be challenging, and conflicts may arise.
- Technology and Software: Staying up-to-date with evolving technology and software tools is essential for secretaries. Learning new systems and troubleshooting technical issues can be a constant challenge.
- Work-Life Balance: The demanding nature of the role can sometimes make it challenging for secretaries to maintain a healthy work-life balance. Long hours, tight deadlines, and unexpected tasks can disrupt personal life.
- Pressure and Stress: Secretaries often work under pressure to meet deadlines and fulfill the needs of their supervisors and colleagues. This can lead to stress and burnout if not managed effectively.
- Lack of Recognition: Despite their essential contributions to the organization, secretaries may feel undervalued or overlooked. Their work is often behind the scenes, and their achievements may not receive the recognition they deserve.
- Skill Development: The role of secretaries is evolving with changing workplace dynamics and technology. Keeping their skills relevant and up-to-date can be challenging, and ongoing training may be necessary.
- Managing Conflicting Priorities: Secretaries may receive conflicting instructions from different colleagues or departments. Navigating these conflicts and making decisions on prioritization can be difficult.
- Adapting to Organizational Changes: When an organization undergoes restructuring, downsizing, or changes in leadership, secretaries may need to adapt to new roles and responsibilities quickly.
To address these challenges, effective communication, time management, stress management, and continuous learning are essential skills for secretaries. Organizations can also provide support and recognition to help alleviate some of these challenges and retain skilled professionals in this important role