Study Of Effects Of Poor Office Environment On The Secretary’s Job Performance
(A Case Study Of IMT Enugu)
The office environment plays a crucial role in shaping the secretary’s job performance, with poor conditions adversely affecting various aspects of their work. Factors such as inadequate lighting, uncomfortable seating, excessive noise, and insufficient ventilation can lead to decreased productivity, increased stress levels, and a decline in job satisfaction. Additionally, a lack of proper organizational systems and outdated technology can hinder efficiency and effectiveness in completing tasks. Furthermore, poor interpersonal dynamics or a toxic work culture can contribute to demotivation and disengagement among secretarial staff. Addressing these issues through ergonomic improvements, enhanced communication channels, and fostering a supportive work environment can significantly mitigate the negative impact on the secretary’s job performance, ultimately leading to higher productivity and job satisfaction.
This research work “The effects of poor office environment on the secretary’s job performance” was carried out with the overall aim of finding out the effects of poor office environment on the secretarys job performance.
Institute of management and technology was used as a case study. The data for this study was collected through the use of questionnaire and observation methods. The administered questionnaire were analysed in tabular forms use simple percentages. The out come of the study proved that the depressing and stimulating nature of most office were a ferreaching negative effects on the overall job performance of secretaries, equally small floor space and congested nature of some office does not give the secretary adequate comfort and balance to discharge their duties effectively and efficiently.
Other problems included poor reminerations, lack of necessary equipment and mose proof devices in most of the office. Based on these findings the research recommended that:
1. Office should be stimulating and comfortably furnished so as to encourage productivity and boast the moral of the secretary.
2. there should be rough floor space and if possible separate rooms to avoid over crowding and chestier of materials which make on office to look shabby and depressed.
3. the management of the institute should establish a pension scheme and adequate remuneration its workers and in particular the secretary in order to boast their moral and encourage the to stay in their section.
4. equally necessary office equipment and stationary should be provided to the secretary.
Title Page
Abstract
CHAPTER ONE
1.0 INTRODUCTION
1.1 Background of the Study
1.2 Statement of the Problem
1.3 Objectives of the Study
1.4 Significance of the Study
1.5 Research Questions
1.6 Scope/ Delimitation
1.7 Definition of Terms
CHAPTER TWO
2.0 REVIEW OF RELATED LITERATURES
2.1 The Secretary and her Office Duties
2.2 Human Relations in the Office
2.3 The Secretary and other Members of Staff Relationship
2.4 The Physical Office Environment
2.5 Ventilation
2.6 Lighting
2.7 Heating
2.8 Interior Decoration and Furnishing
2.9 Music Conditioning
2.10 Noise – Proof / Control
2.11 Safety Measures
2.12 Effects of Secretary’s Performance due to Poor Office Environment
CHAPTER THREE
3.0 RESEARCH METHODOLOGY AND DESIGN
3.1 Research Design
3.2 Area of Study
3.3 Population of the Study
3.4 Sample and Sampling Procedures
3.5 Instruments for Data Collection
3.6 Validity of the Instrument
3.7 Reliability of the Research Instrument
3.8 Method of data analysis
CHAPTER FOUR
4.0 PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA
CHAPTER FIVE
5.0 Finding, Recommendation and Conclusion
5.1 Findings
5.2 Recommendation
5.3 Conclusion
5.4 Area for Further Studies
References
INTRODUCTION
BACKGROUND OF THE STUDY
The work of a secretary is very delicate and confidential and as such a healthy office environment is necessary to enable her discharge her duties efficiently.
An understanding of the office environment in the enhancement of a secretary’s morale via-a-vis job performance is necessary in every organization.
Generally, office environment has serious impact on the job performance of workers. The office and its appearance conduction of work, materials available and their location, safety measures medical care, relationship among the members of staff and the boss remunerations and other social welfare recognized to be main elements of work on office environment which directly related to workers moral, and inellingness to discharge their duties effectively.
The secretary is an indispensable staff and as such management has to place high priority on how best to motivate her.
The nature of work environment invariably has direct effect on the morale and state of health of a secretary, hence, her general performance in the discharge of her duties.
The office environment thus, influences the volume and quality of work, interest and happiness of a secretary.
Office environment in the context of management has been defined to include to include, office building and layout, furniture and equipment the physical conditions under which the secretary operates- lighting, heating, ventilation, decoration, sound proof measure, safety measures and such, social conditions as relationship with members of staff and boss, remuneration and welfare package etc.
1.2 STATEMENT OF THE PROBLEM
Generally, it is believed that when on environment is not conducive, a worker cannot discharge his/her responsibilities as efficiently and effectively as expected.
In effect the fundamental duties of a secretqry are highly prejudiced and jeopardize by an arease and unstimulating environmental.
Today, there are many problems encounted by secretaries resulting from poor work environment which greatly affect their job performance. Amongst these is lack of private office secretaries most times share offices with other staff, some of which lack basic amenities befitting her status.
1.3 OBJECTIVES OF THE STUDY
This study is meant to investigate the following:
1. The effects of a depressing and unsjimulating nature of the office environmental on the secretary’s job performance.
2. the effect of small floor space and congested office surroundings on the secretary’s job performance vis-à-vis her attitudes to work.
3. the effect of absence of some basic amenities such as air conditioners, fan, executive seats and jesles on the moral of a secretary and her general attitude to work.
4. other problems in the office environmental militating against effective job performance of secretaries.
5. recommand how best to improve the office environment for the smooth operation of secretaries if it has any serious effects on their job performance.
1.4 SIGNIFICANCE OF THE STUDY
The study will in particular benefit the present and future career secretaries whose welfare is being agitated. It is hoped that management will considerer some of the recommendations proffered in this treatise and improve the office conditions of secretaries so that they will have cause to smile.
Management on its own will benefit from the study since it will enable them to understand the job performance of their secretaries and try to boost their morale by improving the condition of the work environment.
Finally, this research will help to reduce the death of literature in this field of study.
1.5 RESEARCH QUESTIONS
I. Does the depressing and unstimulating nature of most office environment have negative effects on the job performance of a secretary?
II. Does the small floor space and the congested nature of an office affect the secretary’s attitude to work?
III. Does lack of air-conditioners and floor covering in most secretary’s office effect on their job performance?
IV. Are there adequate and regular remuneration to the secretaries?
V. No what extent does the secretary relate with other staff in the office?
Attempts shall be made to find solutions to these research questions in this research.
1.6 scope/ delimitation
The research centers on the effects of office environment on the secretary’s job performance.
Its scope has been specifically narrowed to the physical and social environment under which secretaries work int eh institute of management and technology (IMT) Enugu.
1.7 DEFINITION OF TERMS
OFFICE ENVIRONMENT
This refers to the physical and social working condictions under which secretaties work comprising office buildings, ventilation, highlings, heating, decorations, furnishing, relationship of staff in the office, remunerations etc.
JOB PERFORMANCE
This is the productivity or output achieved by the secretary. It s also the quality or questing of work which should be attained by the secretary on certain job. The job performance is found in appraisal and training to assess a secretary either in the work or affer training.
SECRETARY
This can be defined as somebody who has a unique ability to keep secret information and also has a special quality to communicate with different classes of people and the communication channel between her organization and the public as a whole.
Also, she has an understanding of the significance oaf typing documents, taking shorthand correspondence, reports and instructions which pass through their head, relieving the executive of work, which otherwise she would have to do it with their initiative.
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Study Of Effects Of Poor Office Environment On The Secretary’s Job Performance:
A poor office environment can significantly impact a secretary’s job performance in several ways:
- Decreased Motivation: A dreary or negative office atmosphere can lead to decreased motivation among secretaries. If the environment is not conducive to productivity or lacks positive energy, secretaries may feel demotivated to perform at their best.
- Increased Stress Levels: Poor office environments, characterized by noise, clutter, or lack of organization, can elevate stress levels for secretaries. Chronic stress can impair cognitive function, attention, and decision-making abilities, all of which are critical for effective job performance.
- Decreased Focus and Concentration: Distractions such as loud noises, interruptions, or uncomfortable working conditions can disrupt a secretary’s ability to focus and concentrate on tasks. This can lead to errors, missed deadlines, and overall reduced efficiency.
- Poor Communication and Collaboration: If the office lacks effective communication channels or teamwork opportunities, secretaries may struggle to coordinate tasks with colleagues or superiors. This can lead to misunderstandings, delays in task completion, and decreased overall productivity.
- Physical Discomfort: Uncomfortable seating, poor lighting, inadequate ventilation, or other physical discomforts can negatively impact a secretary’s job performance by causing discomfort or even health issues such as headaches or eye strain, which can hinder productivity and focus.
- Low Morale and Job Satisfaction: A negative office environment can contribute to low morale and job satisfaction among secretaries. Feeling undervalued or unsupported by the organization can lead to decreased engagement and motivation to excel in their role.
- Increased Turnover Rates: Secretaries may be more likely to seek alternative employment opportunities if they are consistently subjected to a poor office environment. High turnover rates can disrupt workflow, decrease productivity, and incur recruitment and training costs for the organization.
- Impact on Mental Health: Prolonged exposure to a poor office environment can have adverse effects on the mental well-being of secretaries, leading to feelings of anxiety, depression, or burnout. This can further exacerbate job performance issues and may result in absenteeism or decreased productivity.
Overall, creating a positive and supportive office environment is crucial for optimizing the job performance of secretaries and ensuring the overall success of the organization. Employers should prioritize addressing any factors contributing to a negative workplace atmosphere to promote employee well-being and productivity