Role Of Effective Communication In The Performance And Productivity Of A Secretary
(A Case Study Of Enugu State Ministry Of Finance)
Effective communication plays a crucial role in enhancing the performance and productivity of a secretary, serving as a linchpin for seamless organizational operations. Adept communication skills are essential for a secretary to convey information clearly, facilitate smooth interactions, and ensure that tasks are executed accurately and efficiently. The secretary serves as a vital conduit between different departments, translating the goals and directives of higher-ups into actionable tasks for the team. Furthermore, the ability to comprehend and respond to complex instructions, coupled with skillful interpersonal communication, fosters a conducive work environment. This proficiency is particularly evident in the secretary’s interactions with colleagues, where clarity and precision mitigate the risk of misunderstandings. In addition, effective communication aids in building collaborative relationships, thereby contributing to a harmonious work atmosphere. In conclusion, the secretary’s performance and productivity are intricately linked to their proficiency in communication, enabling them to navigate the intricate dynamics of organizational tasks and interactions adeptly.
This research project was carried out in order to discover the contribution and role of effective communication in the performance and productivity of a secretary.
The researcher hopes that the result of this study will tremendously help employers of labor (especially those who employ secretary), practicing secretaries and secretaries on training to accord effective communication a priority in their training.
A study was carried out in the ministry of finance Enugu, Enugu state. Questionnaires were carried out for the purpose of data collection. Further more, there was a review of related literature on the topic under discussion especially on communication.
Finally, the findings were summarized recommendations made and then the conclusion of all the work carried out in this project.
Title page
Approval page
Dedication
Acknowledgement
Abstract
Table of content
CHAPTER ONE
INTRODUCTION
1.1 Background of the study
1.2 Statement of the problems
1.3 Purpose of the study
1.4 Delimitation of the study
1.5 Significance of the study
1.6 Research questions
1.7 Definition of terms
CHAPTER TWO
2.0 REVIEW OF RELATED LITERATURE
2.1 Definition of communication
2.2 Definition of effective communication
2.3 Definition of a secretary
2.4 The role of effective communication
2.5 Types of communication
2.6 Forms of communication.
2.7 Barriers to effective communication
2.8 Ways of minimizing the barriers to effective communication
2.9 Summary of related literature
CHAPTER THREE
3.0 RESEARCH METHODOLOGY
3.1 Population of the study
3.2 Sample size
3.3 Instrument for data collection
3.3.1 Primary data
3.3.2 Secondary data
3.4 Validity of the instrument
3.5 Method of administration of the instrument
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
CHAPTER FIVE
5.0 SUMMARY OF FINDINGS, RECOMMENDATION AND CONCLUSION
5.1 Findings
5.2 Recommendations
5.3 Conclusion
5.4 Limitation of the study
5.5 Suggestion for further research
Reference
Appendix 1
Appendix 2
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
No business organization, be it public sector or private sector can stand without effective communication, likewise no organization can function effectively without secretary. The secretary as well as communication is the life wire of every organization in every business organization communication helps both the employer and employees to understand themselves. Communication provides means by which power is required, exercised, shared and sustained. It is also a medium by which relationships are established, extended and maintained. It is also a means by which people in an organization act, interact, exchange information, ideas, develop, plan proposals and execute them.
In every organization, secretaries are the like between the communication and entire organization. Communication is an asset in human organization which the secretary use as lubricant to keep the intricate machinery of business organization going.
The success or failure of every business organization depends on how the secretaries harness their potentials in enhancing effective communication either positively or negatively.
To a very great extent, the performance and productivity of a secretary depends largely on so many factors.
The factors among others include
a. Level of training
b. Ability to handle modern office equipment
c. Working and environmental condition
d. Motivation
e. Experience and interest
f. Marital status
Evidently, the role of effective communication was not included in the above list of prove, it is often neglected. However, this study is poised to reveal the significance and role of effective communication on the work of a secretary.
In fact, it can be regarded as a wheel on which the performance and productivity of the secretary rotates. It is a SINE QUA NON to efficiency. The researcher will therefore write and emphasize effective communicator as an important factor in the performance and productivity of secretary.
1.2 STATEMENT OF THE PROBLEM
Lack of effective communication is very critical problem in the performance and productivity of a secretary. To say the least, effective communication is not the only factor for increased productivity, but when neglected, it will spell out divesting consequences on both performance and productivity.
Therefore, the researcher will endeavor to give a detailed view on the role of effective communication in the performance and productivity of a secretary. But then there are some probing questions about communications and the secretary need to be asked in this study.
Firstly, did secretary necessarily need a communication experts for her to perform? Is this knowledge and proficiency in typewriting and shorthand not enough to ensure efficient performance? Why is effective communication necessary for his/her good performance? The researcher will undoubtedly do justice to these vital questions as she tries to determine the role of effective communication in the performance and productivity of a secretary.
1.3 PURPOSE OF THE STUDY
This study is aimed at finding out the role of effective communication in he performance and productivity of a secretary.
The purpose therefore are as follows:
1. To find out the effects of effective communication in the performance and productivity of a secretary.
2. To highlight factors that aids effective communications.
3. To identify the problems that may hinder effective communication.
4. To identify how effective communication can aid performance and productivity in secretarial duties.
5. To know if organization do give adequate attention to effective communication.
6. To know the importance of effective communication unction
7. To highlight the problems associated with ineffective communication, its relates to secretary performance and productivity.
1.4 DELIMITATION OF THE STUDY
The study is delimited to find out the role of effective communication in the performance and productivity of a secretary in Enugu state Ministry of Finance.
1.5 SIGNIFICANCE OF THE STUDY
1. Benefits of effective communication cannot be over emphasized, this is because it help to increase performance and productivity
2. It has been found out that the success or failure of any establishment depends much on information. In as much as the importance of effective communication is effective tool for any organization, there are other factors that will contribute for productivity of any organization.
3. To enhance productivity of any organization good working environment, motivation, qualitative human and material resources should be found in organization.
4. Effective communication helps the secretary to follow laid down procedure and embrace new development and challenges.
1.6 RESEARCH QUESTIONS
1. What are the effects or impacts of effective communication in the performance and productivity of a secretary?
2. Is effective communication an island, if not what are other factors that are required to increase performance and productivity.
3. What are problems or factors that hinders effective communication?
4. Can effective communication increase performance and productivity?
5. Does organization give adequate attention to effective communication
6. Is effective communication important to a secretary’s performance and productivity
7. What are the problems associated with ineffective communication.
1.7 DEFINITION OF TERMS
1. COMMUNICATION: Nick et al defines communication as an act of conveying information, idea, thought and instructions to another party through oral, visual or written form.
2. EFFECTIVE COMMUNICATION: This is the transmission of message or information from one person to the other using agreed transmitted being understood and consequently a feedback or a response will be initiated.
3. SECRETARY: An executive assistant who possesses a mastery of office skills, who demonstrate the ability to assume responsibility without direct supervision, who exercise initiative and judgment and who makes decision within the scope of assigned authority.
4. PERFORMANCE: The action of performing
5. PRODUCTIVITY: The efficiency with which things are produced.
SHARE PROJECT MATERIALS ON:
Role Of Effective Communication In The Performance And Productivity Of A Secretary:
Effective communication plays a crucial role in the performance and productivity of a secretary in several ways:
- Clear Instructions: A secretary often acts as a bridge between various departments and individuals within an organization. Clear and concise communication ensures that instructions from superiors are understood accurately and executed efficiently.
- Managing Information Flow: Secretaries are responsible for managing incoming and outgoing communication, including emails, phone calls, and written correspondence. Effective communication skills enable them to prioritize messages, relay important information promptly, and ensure that nothing falls through the cracks.
- Building Relationships: Secretaries frequently interact with clients, colleagues, and external stakeholders. Good communication skills help them establish rapport, convey professionalism, and foster positive relationships, which can be beneficial for the organization.
- Problem Solving: Effective communication enables secretaries to quickly identify issues, gather relevant information, and communicate problems to the appropriate parties. Clear communication also facilitates collaborative problem-solving efforts within the team.
- Time Management: Efficient communication helps secretaries manage their time effectively by prioritizing tasks, scheduling appointments, and coordinating meetings. Clear communication about deadlines and expectations ensures that tasks are completed on time.
- Conflict Resolution: In the course of their duties, secretaries may encounter conflicts or misunderstandings. Effective communication skills allow them to address conflicts diplomatically, clarify misunderstandings, and find mutually acceptable solutions.
- Multitasking: Secretaries often juggle multiple tasks simultaneously. Effective communication enables them to switch between tasks seamlessly, prioritize effectively, and ensure that nothing is overlooked.
- Professional Image: Secretaries serve as representatives of their organization. Clear and professional communication enhances the organization’s image and reflects positively on the secretary and the entire team.
- Adaptability: In today’s fast-paced work environment, secretaries must be able to adapt to changing circumstances quickly. Effective communication skills enable them to convey information clearly, whether in person, over the phone, or via email, regardless of the situation.
- Continuous Improvement: Through effective communication, secretaries can solicit feedback, exchange ideas, and identify areas for improvement. This ongoing dialogue fosters personal and professional growth, leading to increased productivity and job satisfaction.
In summary, effective communication is essential for the performance and productivity of a secretary as it facilitates clear instructions, information management, relationship building, problem-solving, time management, conflict resolution, multitasking, maintaining a professional image, adaptability, and continuous improvement.