Self Organization And Time Management Skills Needed By Modern Secretaries For Successful Job Performance In The Banking Industry
(A Case Study Of New Nigeria Bank Plc Lagos)
Self-organization and time management skills are indispensable for modern secretaries to excel in the dynamic environment of the banking industry. With the banking sector’s fast-paced nature and the diverse array of tasks involved, efficient organization and adept time management are paramount. Modern secretaries must seamlessly coordinate schedules, prioritize tasks, and maintain a structured workflow amidst numerous responsibilities, including client interactions, documentation management, and administrative support for banking operations. Proficiency in utilizing digital tools and software aids in streamlining processes and optimizing productivity. Moreover, the ability to adapt to evolving technologies and industry trends is crucial for staying agile in an ever-changing banking landscape. By mastering self-organization and time management techniques, modern secretaries can navigate the intricacies of the banking industry with finesse, ensuring smooth operations and fostering success in their roles.
This study centered on self organization and time Management skills on the job perforance of secretaries. Population under study was secretaries. Population under study was secretaries of New Nigeria Bank Plc, Lagos. The purpose of the study was to find out how secretaries can enhance their job performance and contribute more effectively to the achievement of organizational goals if they manage their time properly. From the analysis of data collected, it was concluded that secretaries inability to manage their time effectively and efficiently leads to poor performance on the job. Based on the conclusion from this study, it was recommended that secretaries should avoid anything that might waste time at work so that they can perform their job more creditably thereby contributing more effectively to the achievement of the organizational goals.
i Title page
ii Certification
iii Dedication
iv Acknowledgement
v Abstract
vi Table of contents
vii List of tables
CHAPTER ONE
1.0 INTRODUCTION
1.1 Background of the study
1.2 Statement of the problem
1.3 Purpose of the study
1.4 Significance of the study
1.5 Research questions
1.6 Scope and limitation of the study
CHAPTER TWO
2.0 LITERATURE REVIEW
2.1 Introduction
2.2 Meaning of time management
2.3 Categorization of time waters
2.4 Checking time wasters
2.5 Time saving devices
2.6 Advantages of effective time management
2.7 The secretary as a manager of time
2.8 Summary of review of related literature
CHAPTER THREE
3.0 RESEARCH METHODOLOGY
3.1 Design of the study
3.2 Area of study
3.3 Population of the study
3.4 Instrument for data collection
3.5 Method of data collection
3.6 Method of data analysis
CHAPTER FOUR
4.0 PRESENTATION OF DATA AND ANALYSIS
CHAPTER FIVE
5.0 SUMMARY OF FINDINGS, RECOMMENDATION AND CONCLUSION
5.1 Summary of findings
5.2 References
5.3 Conclusion
Appendixes
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
In any organization time is rated very highly. A secretary that doe not work with time cannot be productive in an office. So the secretary must know how to manage her time properly, as well as that of her boss to be to be able to achieve the organizations set goals.
Time can be described as the one commodity that is unbiased, available to all in equal amounts, it does not cost us anything monetarily, and is completely at our own disposal. We cannot store it, we cannot spend it in advance, we never seem to have enough of it and it is not possible to retrieve it once used. Time wasting on the other hand has been observed as the major cause of secretary’s poor performance on the job. Good secretaries are those who can manage themselves as well as others. Time according to Bennett (1989) is the inexplicable raw material of everything.
Time can be given different definitions. In a day of 24 hours sometimes we hear some people say that the day is too slow while others say it is fast. Even a year can be said to be can be said to be long or too short. It is a popular saying that time is money. Invariably, it is important that time should be properly utilized or well managed.
An efficient secretary arranges her day’s work according to priority in order to meet up with the boss’s target, thereby achieving greater result in the work place.
Aromolaran (2000) identified time waters as in efficient procedures for handling tasks that must be done.” He further explained that time wasters are also regarded as those vices which prevent office workers from accomplishing desired goals at the appropriate time.
A good secretary is one that always accepts responsibilities without grumbling, and should be able to carry out the work without supervision.
Akinola (1999) defined a “secretary as a very important person in an organization” and further explained that his / her contribution can either enhance or mar the efficiency and effectiveness of an organization.
1.2 STATEMENT OF THE PROBLEM
The researcher in the course of her discussion with some secretaries discovered that a lot of them close very late from their offices due to heavy work load which however spill over to the next working day.
This problem arose due to the inability of some secretaries to plan their work in order of priority. This observation brought about the need to examine the roles being played by secretaries in improving their job performances, thereby achieving the organizational set goals and objectives.
Sometimes, some secretaries do not go for lunch because of pressure of work. Despite tight schedule of work, some secretaries still manage their time very well and succeed in meeting the required targets.
The problem of this study was to determine the effect of self organization and time management on job performance of secretaries in New Nigeria Bank Plc, Lagos. This problem arose due to the inability of some secretaries to plan their work in order of priority. This observation brought about the need to examine the roles being played by secretaries in improving their job performance, thereby achieving the organizational get goals and objectives.
Sometimes, some secretaries do not go for lunch because of work. Despite tight schedule of work, some secretaries still manage their time very well and succeed in meeting the required target. The problem of this study was to determine the effect of time management on the job performance of secretaries in New Nigerian Bank Plc, Lagos.
1.3 PURPOSE OF THE STUDY
The purpose of this research work is to view critically the effect of time management on the performances of secretaries in an organization. The researcher intends to find ways secretaries can meet up with organizational set goals and objectives if they manage their time effectively. It is very necessary for secretaries to learn how to manage time effectively in order to meet up with deadlines and targets. Secretaries should organize their time properly as well as that of their bosses. The researcher also intends to examine the factors that contribute to time wastage within the organization and to identify those factors that will lead to successful time management by secretaries. Most importantly, to recommend ways on improving the situation.
1.4 SIGNIFICANCE OF THE STUDY
This study is of great importance to secretaries in both the public and private sectors, as well as business men generally, administrators and top government functionaries engaged in one form of activity or the other. It will be highly useful to secretaries in the sense that it will help them use their time more judiciously so that they can be effectively and efficiently programmed towards achieving the organizational set goals and objective’s there by having sense of accomplishment in their chosen field.
The knowledge acquired from this study will enhance secretaries job performance and will also improve their knowledge on how to manage their time effectively, and reduce time wastage. The study has been of immense importance to both management and staff of New Nigerian Bank Plc a popular saying that time is money.
Invariably, it is important that time should be properly utilized or well managed.
An efficient secretary arranges her day’s work according to priority in order to meet up with the boss’s target, there by achieving greater result in the work place.
Aromolaran (2000) identified “time wasters as inefficient procedures for handling tasks that must be done. “he further explained that time wasters are also regarded as those vices which prevent office workers from accomplishing desired goals at the appropriate time.
A good secretary is one that always accepts responsibilities without grumbling, and should be able to carry out the work without supervision.
Akinola (1999) defined a “secretary as a very important person in an organization” and further explained that his/her contribution can either enhance or mar the efficiency and effectiveness of an organization.
This study is of great importance to secretaries in both the public and private sectors, as well as business men generally, administrators and top government functionaries engaged in one form of activity or the other. It will be highly useful to secretaries in the sense that it will help them use their time more judiciously so that they can be effectively and efficiently programmed towards achieving the organizational set goals and objectives, there by having sense of accomplishment in their chosen field.
The knowledge acquired from this study will enhance secretaries job performance and will also improve their knowledge on how to manage their time effectively, and reduce time wastage. The study will surely be of immense importance to both management and staff of New Nigerian Bank Plc.
1.5 RESEARCH QUESTION
1. What are the methods secretaries can use to organize themselves and manage their time?
2. To what extent can poor self organization and time management affect the job performance of secretaries?
3. What are the methods that constitute time wasting?
4. to what extent do you perform your administrative jobs along with your routine secretarial duties?
Self Organization And Time Management Skills Needed By Modern Secretaries For Successful Job Performance In The Banking Industry:
In the modern banking industry, secretaries play a crucial role in facilitating smooth operations and communication within the organization. To excel in this role, secretaries need to possess strong self-organization and time management skills. Here’s why these skills are essential and how they contribute to successful job performance:
- Managing Multiple Tasks: Secretaries in the banking industry often have to juggle multiple tasks simultaneously, such as scheduling appointments, managing correspondence, coordinating meetings, and handling administrative duties. Effective time management allows them to prioritize tasks based on urgency and importance, ensuring that critical activities are completed on time.
- Prioritizing Responsibilities: With numerous responsibilities competing for their attention, secretaries must be adept at identifying and prioritizing tasks. They need to allocate time and resources efficiently, focusing on activities that contribute most to the bank’s objectives and operational efficiency.
- Meeting Deadlines: Deadlines are common in the banking industry, whether it’s submitting reports, scheduling meetings, or responding to client inquiries. Secretaries must be diligent in managing their time to meet these deadlines consistently. This involves setting realistic timelines, breaking tasks into smaller manageable chunks, and allocating sufficient time for each activity.
- Maintaining Confidentiality: Confidentiality is paramount in the banking sector, and secretaries often handle sensitive information such as client records, financial data, and internal communications. Organizational skills are crucial for maintaining the confidentiality and integrity of such information, ensuring that it is securely stored and accessible only to authorized personnel.
- Adapting to Changing Priorities: The banking industry is dynamic, with priorities often shifting in response to market changes, regulatory requirements, and client needs. Secretaries must be flexible and adaptable, capable of adjusting their schedules and priorities to accommodate changing demands while still meeting core responsibilities effectively.
- Effective Communication: Clear and efficient communication is essential for coordinating activities, managing expectations, and resolving issues promptly. Organized secretaries ensure that communication channels remain open and that relevant stakeholders are kept informed of important developments, thereby fostering collaboration and productivity within the organization.
- Utilizing Technology: In today’s digital age, secretaries must be proficient in using various productivity tools and software applications to streamline their workflow and enhance efficiency. This includes calendar management software, email clients, document management systems, and collaboration platforms. Organizational skills enable them to leverage these technologies effectively, maximizing their utility and minimizing the risk of errors or oversights.
In conclusion, self-organization and time management skills are indispensable for modern secretaries in the banking industry. By effectively managing their workload, prioritizing tasks, meeting deadlines, maintaining confidentiality, adapting to change, communicating efficiently, and utilizing technology, secretaries can enhance their job performance and contribute to the overall success of the organization.