Roles Of Modern Communication Tools In The Development Of Secretarial Profession
(A Case Study Of Manmark Limited, Enugu)
Modern communication tools play a crucial role in shaping and advancing the Secretarial Profession, acting as indispensable instruments for efficient information exchange and organizational coordination. In the contemporary landscape, the integration of digital platforms, such as email, video conferencing, and collaborative software, has revolutionized the way secretaries operate. These tools enhance communication efficiency, allowing secretaries to streamline administrative tasks, facilitate prompt decision-making processes, and foster seamless collaboration within the workplace. By leveraging these technological resources, secretarial professionals can transcend geographical barriers, ensuring swift communication with stakeholders, executives, and team members. The incorporation of modern communication tools in the secretarial realm not only optimizes workflow but also empowers professionals in the field to adapt to the dynamic demands of the evolving work environment, thereby reinforcing the integral role they play in organizational success.
Many modern business organization has spend huge amount of money to equip their offices with modern equipment. Some of them do so in order to approve the efficiency of their workers and reduce the time spent in doing office jobs.
The facts is that, this has brought fear for technologies will soon throw them out of job, this implies that they do not clearly understand the roles this modern equipment have came to play for the secretaries.
This study was therefore designed to identify the roles modern communications tools play in the development of secretarial studies. To do this, the researcher formulated four research questions to help achieve the objectives. Manmark Limited a company based in Enugu as used as the case study. The population of the study consists of all the workers both junior and senior in Manmark Limited. There are 200 staff in this company. Due to the limited resources of the researchers, a sample and used for the study. The questionnaire was used to obtain the information from the research subjects. Percentages and tables are used in the analysis.
The analysis of collected data revealed that follow among others, that modern communication tools such as computer, networks, GSM, etc which are used in Manmark Limited have contributed immensely in improving the speed and accuracy of secretarial jobs.
The researchers therefore, concluded that these tools have not come to throw the secretaries out of job, but to improve the secretarial performance. Based on the above, we therefore, recommend among others that organizations should ensure that these tools are provided for the secretaries to help them perform better.
Title page
Approval page
Dedication
Acknowledgement
Table of contents
List of tables
Abstract
CHAPTER ONE
1.0 Introduction
1.1 Background to the study
1.2 Statement of the problem
1.3 Objective of the study
1.4 Scope of the study
1.5 Research Questions
1.6 Significance of the study
CHAPTER TWO:
2.0 Review of Related Literature
2.1 Introduction
2.2 Classification
2.3 Characteristics
2.4 Modern tools of communication
2.5 Computer
CHAPTER THREE
3.0 Methodology
3.1 Research design
3.2 Area of 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 Method of Administration of Research Instrument
3.9 Method of Data Analysis
CHAPTER FOUR:
4.0 Data presentation and results summary of result finding
4.1 Presentation/Analysis
4.2 Findings
CHAPTER FIVE:
5.0 Discussion, Implication, Recommendations
5.1 Discussion of Results
5.2 Conclusions
5.3 Implications of the Research
5.4 Recommendations
5.5 Suggestions for further Research
5.6 Limitation of the study
1.0 INTRODUCTION
1.1 BACKGROUND OF THE STUDY:
The very important place of communication in the modern world especially in an organization has been variously acclaimed scholars. It is argued that effective communication is one on which organization revolves as it may, make or mar the growth of business. There is little wonder then why serious-minded organization private or public, profit making or non-profit making among others, spend fortune in procuring modern communication gadgets and tools.
In most modern business organizations, like Manmark, it is common to see such communication tools like computers, typewriters, calculators, telephone, including intercoms, photocopying and cyclostyling machines organizes fax among very many others. The fact is that modern office chores have been made ridiculously easy by a thousand and one gadgets and tools of communication that litter business offices. Television and radios are also found in offices in order to either entertain and occupy a visitor or to have access to the latest information. In some offices, these radios and televisions are permanently tuned to international news media like British Broadcasting Corporation, Voice of America, Radio Deutsch Villa, Cable News Network (CNN), and even internet.
The presence of all these communication tools amply justifies the postulation of Akanni (1987) “much time and money are expended on communication, the amount of time devoted to communication in organization range 50% to 90%. In fact, most, if not all organization participants are invited in communication process most of the time. Much of the effective organizational behaviour and performance is engendered by timely and accurate information.
Obayi (1997) holds that, “in absence of communication, the primary managerial function of planning, organizing, staffing, directing and controlling would not be possible. It is only with effective communication that an organization’s goals can be attained. Organizational communication is without double vast and vital.
If we assert, however, that communication is the life blood of organizational management, secretaries are the hearts that pump the blood. In days gone, a secretary is viewed as a person, usually a female who organized and ran a small office for employer, who takes down notes and correspondence for male executives and managers in shorthand and then transcribe them back on a typewriter (Pyse, 1983). The perception of secretary is much deeper and wider today then stated above. These are many male secretaries today. For another, the skills required of secretary have increased to involved ability to handle sophisticated office communication machine. Computer literacy as well as skill is the use of the internet.
Indeed, gone are the days when a secretary has to take down dictation in short from host boss, go through the usually frustrating chore. Computer has taken our completely and the business of storing and retrieving information done by mere press of buttons. The use of fax machines has further removed the use of cables and telegrams as messages can now be sent across the Atlantic in written form at the speed of telephone.
The question therefore is no longer the efficiency or the usefulness of these communication tools but to what extent it has positively impacted on the secretarial profession? In order to really assess this question, MANMARK Associates Limited, privately own consultancy outfit based in Enugu was used as a case study.
1.1.1 MANMARK ASSOCIATES LIMITED:
Manmark Associates Limited is a management and marketing consultant with headquarters at 39 Zike Avenue, Uwani, Enugu. The outfit was established in 1982 and registered under the Registration of Business Name in 1982 and was incorporated as Manmark Associate Limited in June, under the Companies and Allied Matter Decree, 1990 and issued the certification of Incorporation No. RC 381,553.
Manmark Associates Limited, a team of business management, marketing, social science and education consultants has over 30 years of consulting experience behind her. Manmark Associates consults for such reputable organization like UNIDO, Eve of Germany, Marketing and Education Field.
The vision of Manmark is, to be a centre for excellence for consultancy services”. While her mission is, to provide satisfaction to her customers. Manmrk has her managing consultant and chief executive, Professor Julius Onah, the first professor marketing in West Africa.
1.2 STATEMENT OF PROBLEM:
Many modern business organization and concerns have spent considerable fortune equipping their offices with modern state-of-the-art communication tools and gadgets. Some of them do so in order to improve the efficiency of their workers, increase efficiency and reduce time spent in these areas and at the end reduce cost. The truth therefore is that these organization are making adequate use of technologies to improve their organization, reduce human labour, increase efficiency and speed and maximize profit.
Another school of thought behave however that no matter how good and efficient modern technologies may be, they cannot compensate for human labour. They argue that the huge amounts spent on these could be better employed in training of human resources.
A problem therefore, arises as to the lost effectiveness of these communication tools vis-à-vis human labour. In nutshell, to what extent has the coming of these technologies helped in effective offices or commercial.
1.3 OBJECTIVES OF STUDY:
The submissions made above show conflicting signals and opinions on how best to deploy organizations resources as they concern the acquisition of communication tools and gadgets in an office and their usefulness in relation to human efficiency is the huge investment in communication justified since it is assumed that human efficiency could compensate for them. Hence the main objective of this study is to find out the roles of modern communication tools in the development of secretary profession. The specific objectives include:
(a) To identify the modern communication tools used in Manmark Associates Limited.
(b) To find out the impact of these tools in the development of secretaries working in Manmark Limited.
(c) To identify the problems associated with the use of these tools.
1.4 SIGNIFICANCE OF STUDY:
This study finds its significance is the complexity of modern organization and advances in communication tools which have virtually taken over human duties. The study will attempt to put to rest such arguments as the extent to which these technologies could be used in organization and the desirability or otherwise of human labour.
Again, a part from improving the stock of existing knowledge on communication tools, it will serve as ready source of materials and reference to future researcher.
1.5 RESEARCH QUESTIONS:
(a) What are the communication tools available in Manmark Associate Limited.
(b) What are the impacts of these tools on the performances of secretaries working in Manmark.
(c) What are the problems associated with the use of these tools.
(d) What are the roles of modern communication tools in the development of secretarial profession.
SHARE PROJECT MATERIALS ON:
Roles Of Modern Communication Tools In The Development Of Secretarial Profession:
Modern communication tools play a crucial role in the development of the secretarial profession by enhancing efficiency, productivity, and communication within organizations. Here are some of the key roles of modern communication tools in the development of the secretarial profession:
- Efficient Communication: Secretaries often act as intermediaries between different departments, clients, and stakeholders. Modern communication tools such as email, instant messaging, and video conferencing enable secretaries to communicate quickly and effectively with various parties, ensuring timely dissemination of information and responses to inquiries.
- Time Management: Secretaries are responsible for managing calendars, scheduling appointments, and organizing meetings. Communication tools with calendar integration features help secretaries efficiently manage their time and schedules, ensuring that appointments are coordinated seamlessly and conflicts are minimized.
- Document Management: Secretaries handle a large volume of documents, including reports, memos, and correspondence. Digital communication tools such as cloud storage, document sharing platforms, and collaboration tools facilitate document management, allowing secretaries to store, organize, and share documents securely with colleagues and clients.
- Remote Work: With the rise of remote work, modern communication tools have become essential for secretaries to perform their duties effectively from any location. Virtual communication platforms enable secretaries to collaborate with team members, attend meetings, and communicate with clients remotely, ensuring continuity of operations regardless of physical location.
- Information Access: Secretaries often need access to a wide range of information to perform their tasks efficiently. Communication tools with integrated search capabilities and access to databases enable secretaries to quickly retrieve relevant information, such as contact details, company policies, and procedural documents, enhancing their productivity and effectiveness.
- Client Relationship Management: Building and maintaining positive relationships with clients is essential for the success of any organization. Modern communication tools, including customer relationship management (CRM) software and email marketing platforms, help secretaries manage client interactions, track communication history, and provide personalized support, ultimately contributing to client satisfaction and loyalty.
- Professional Development: Communication tools also support the professional development of secretaries by providing access to online training resources, webinars, and networking opportunities. Platforms such as professional social networks and online forums enable secretaries to connect with peers, exchange knowledge and best practices, and stay updated on industry trends and developments.
Overall, modern communication tools play a pivotal role in shaping the secretarial profession, empowering secretaries to perform their duties more efficiently, communicate effectively, and adapt to evolving work environments.