Study Of The Effects Of Stress On Secretary’s Job Performance
(A Case Study Of Some Selected Financial Institution In Enugu Metropolis)
Stress, in the context of a secretary’s job performance, refers to the physiological and psychological strain experienced due to various work-related demands. The demands placed on secretaries, such as tight deadlines, constant multitasking, and the need for meticulous attention to detail, contribute to heightened stress levels. This stress can manifest in both emotional and physical symptoms, impacting the secretary’s overall well-being and job performance. Emotional consequences may include increased irritability and difficulty concentrating, while physical symptoms could range from fatigue to headaches. Importantly, chronic stress has been associated with decreased cognitive function and diminished decision-making abilities, exacerbating the challenges faced by secretaries in maintaining optimal job performance. To mitigate these adverse effects, it is crucial for organizations to implement effective stress management strategies, fostering a healthier work environment that enhances the secretary’s resilience and productivity.
Stress is assuming a position as number one killer disease in the modern society. Based on this, the purpose of this work was to find out the effect of stress in the secretary’s job performance what factors caused this stress and hold their effects were manifested and how they could be controlled, literatures related to the topic written by various authors were reviewed. A questionnaire was taken up with which data were collected. The respondents were selected in some of the financial institutions in Enugu metropolis. Out of the seventy (70) copies of questionnaire distributed, fifty eight (58) were returned and twelve (12) were not returned. The researchers from the data analyzed round out those secretaries faced a lot of stressful situations in their job performance. The three most significant stressors identified were lack of sufficient working materials and equipments strenuous human relation in the work place and mentally sound personnel qualifications of secretaries and conclusion was drawn based on hole stress affects secretaries in their work place, recommendations however were made that they should be given adequate training, proper counseling and as well proper incentives which will go a long way in helping reduce the stressful situation in the secretary’s job performance.
Title page i
Approval page ii
Certification iii
Dedication iv
Acknowledgement v
Table of content vi
List of tables vii
Abstract viii
CHAPTER ONE:
INTRODUCTION
Background of the study 1
Statement of the problem 3
The purpose of the study 4
Significance of the study 5
Research questions 7
Delimitation of the study 8
Limitations of the study 8
CHAPTER TWO:
REVIEW OF RELATED LITERATURE
What is Stress 11
Types of Stress 14
Organizational stress 14
Individual stress 19
Relationship between individual and organizational stress22
Causes of stress 24
Effect of stress 36
Summary of the literature review 37
CHAPTER THREE:
RESEARCH
Research design 39
Area of study 40
Population of the study 40
Sample and sampling technique 41
Instrument for data collection 41
Variability of the research instrument 42
Reliability of the research instrument 42
Method of data collection 43
Method of data analysis 43
CHAPTER FOUR:
DATA ANALYSIS AND RESULTS
Research question one 44
Research question two 45
Research question three 46
Research question four 46
Summary of findings 55
CHAPTER FIVE:
SUMMARY, CONCLUSSIONS AND RECOMMENDATIONS
Discussion of findings 58
Conclusions 59
Implications of the results 62
Recommendations for further study 63
References 66
Appendix 68
INTRODUCTION
BACKGROUND OF THE STUDY
A secretary works in a dynamic environment pack full with conflicting situation and instructions so much that no two days are exactly the same. These conflicting decisions and instructions crop-up all the time that they demand prompt attention and decisions, but the rude of it is that the time to perform these functions does not increase rather; it seems to diminish and with this apparent shortage of time comes “STRESS”.
The roles and functions of the secretary are basic to the organizational roles and so cannot be confined with the prevail of a job covering of meeting, taking care of office duties for complete and effective job performance, upto date and supervision subordinates as well as making sure that the office procedures are generally observed in the office. All these to be done without a pause to enable the smooth flow of work. Thus, she is also important to the organization because of her ability to remain calm under extraordinary pressures from her work. The secretary’s obligations to the boss can sometimes be strenuous and conflicting with her official jobs.
In financial institutions, secretaries face a lot of challenges, which cause them a lot of stress. A situation whereby a secretary is deployed to the area outside her scope of study or work, this makes her work very tedious without a course or training on that particular area. Secondly, high difference in pay package. This is one of the major stresses in financial institutions. The pay package of a core banker (operations and marketers) and secretarial staff is quite difference and this causes secretaries to feel inferior as if their services are not appreciated, inspite of their call professional duties, they are not trained a long with other core bankers.
STATEMENT OF THE PROBLEM
Modern organizations operate in a dynamic and ever changing environment. Because modern organizations exist in rapid changing automated environments, the secretary is faced with a lot of physical and mental challenges on the job which might cause her stress.
Noise, lack of experience to use certain machines due to ever changing automated equipments or activities of her colleagues and public to the job she does. Noise which are generated through improper use of machine and equipment within and outside the premises also causes stress to secretary. The societal and organizational structures and their effects on her job are some of the factors that might affect her performance on the job very adversely. As well, the sitting arrangements, preservations of dangerous chemicals and substances used in the course of her work and lack proper qualifications for the job may cause her stress. Added to these stresses is the fact that new technology may eventually make her learn skills unwanted in the work place. Though not manifest in quantifiable terms, these threats cause stress that may eventually spell doom to the secretary mentally as well as physically.
For every successful businessman, executives or organization, there is always an effective and hardworking secretary. In view of the adverse effects of stress on the performances of the secretary on her job, which may in turn cause her boss or even her organizational performance not be upto what it would have been or not to realize its goals, it becomes of urgent need to take a very keen look at the secretary’s job and find out what causes her stress.
PURPOSE OF THE STUDY
The purpose of objectives of this research work is to find out the environmental factors that are associated with the secretary’s job, stress and their effects on her job stress and their effects on her job performance. The study, in looking at these problems attempts to find out the following:
a. Whether new technologies and work environment causes her stress.
b. To find out how to treat/reduce challenges facing secretaries in the work place physically and mentally.
c. To find out whether the relationship between the secretary, boss and colleagues cause her stress.
d. To find out how to solve family, emotional problems that conflict with her job performance.
SIGNIFICANCE OF THE STUDY
This is the importance and benefits of the study. In other words, this research will be of great importance to the society at large, but primarily it will be useful to the following:
(a) The professional secretaries
(b) The management (Financial institutions)
(c) Trainers
(d) Academicians
The Professional Secretaries
It is hoped that as a result of careful perusal of this work, the secretary will be in a better position to recognize stress avoid them wherever possible and control their effects on her performance. This should lead to a better job performance on her part.
The Management
Ignorance of how well to treat a secretary in order to get her best performance may be one of the reasons why the secretary is subjected to stressful conditions at the place of work. It is hoped that after reading this work the boss will be better informed as to how best to handle a secretary to get maximum performance from her.
Trainers
Sometimes people who train the secretary for the job are hopelessly out of contact with what is required of her at the place of work so that training programmes are not upto what they, should be. Therefore, it is hoped that this will help trainers identify vital training areas on which to lay emphasis and from time to time improve on facilities to meet with modern office procedures.
The Academicians
This work may later prove usefully to academicians who may and all or some of it as useful point further research work on the secretary’s job.
RESEARCH QUESTIONS
To act as a guide to a thorough investigation of this area of interest, the following research questions were drawn.
(a) To what extent does new office automation cause stress to secretaries?
(b) In what ways can physical and mental stress be eliminated?
(c) What are the ways of eliminating stress that exist amongst secretary, boss and colleagues?
(d) To what extent can conflict existing between secretary’s official duties and her other obligations be eliminated?
DELIMITATION OF THE STUDY
The researcher has narrowed the scope of this study in some selected financial institutions in Enugu metropolis. They are as follows:
Intercontinental Bank Plc
Regional Office
Plot 7 Ebeano Estate
Garden Avenue Enugu
Afri Bank Plc
Okpara Avenue Branch
Enugu
-Zenith International Bank Plc
Okpara Avenue Branch Enugu
LIMITATIONS OF THE STUDY
No research work no matter hours devoted and hard working the researcher is, can claim to be hundred percent accurate. Every researcher encounters one problem or the other which limits the finding of the study being carried out.
In the course of this project work, the researcher encountered the following obstacles:
Financial constraints
Time and distance factors and
Attitude of respondents
Financial Constraints
Normally, studies of this nature involves huge financial outlay but due to the limited economic situation in the country, the study could not cover so many towns as would have been expected.
Time and distance factors
The time limit given for this study though enough but the fact that the researcher had similar study to carryout in other courses took some of her time.
Attitude of Respondents
Notwithstanding the fact that most of the people involved are educated, most of time, the researcher had to convince them on the importance of the study before they could co-operate. Some of them said that they had other more important things to do.
SHARE PROJECT MATERIALS ON:
Effects Of Stress On Secretary’s Job Performance:
Stress can have a significant impact on a secretary’s job performance, as it can affect various aspects of their work, including their cognitive abilities, emotional well-being, and physical health. Here are some of the key effects of stress on a secretary’s job performance:
Decreased Concentration and Attention: Stress can make it difficult for individuals to concentrate and focus on their tasks. Secretaries may find it challenging to pay attention to details, which are crucial in their line of work, such as scheduling appointments, managing emails, and organizing documents.
Reduced Productivity: Increased stress levels can lead to decreased productivity. Secretaries may struggle to complete tasks efficiently and within deadlines, which can impact the overall workflow of the office.
Errors and Mistakes: Stress can impair cognitive function, leading to an increased likelihood of making errors and mistakes. This can be particularly problematic in tasks that require accuracy, such as transcribing meeting minutes or proofreading documents.
Communication Challenges: Stress can affect a secretary’s ability to communicate effectively with colleagues, supervisors, and clients. This can lead to misunderstandings, miscommunications, and conflicts in the workplace.
Emotional Well-being: Chronic stress can take a toll on a secretary’s emotional well-being. They may experience feelings of anxiety, frustration, and even burnout, which can further impact their job performance and overall job satisfaction.
Physical Health Issues: Prolonged stress can lead to physical health problems, such as headaches, digestive issues, and sleep disturbances. These health issues can result in absenteeism and decreased job performance.
Absenteeism: High stress levels may lead to increased absenteeism, as secretaries may need to take sick days or mental health days to cope with the effects of stress. This can disrupt office operations and workload distribution.
Decreased Job Satisfaction: Chronic stress can lead to decreased job satisfaction and overall job dissatisfaction. This, in turn, can impact motivation and engagement in their role, affecting job performance.
Impaired Decision-Making: Stress can impair a secretary’s ability to make sound decisions. They may struggle with prioritization and problem-solving, which are essential skills in their job.
Interpersonal Relationships: Stress can affect interpersonal relationships within the workplace, potentially leading to conflicts and strained working relationships with colleagues and supervisors.
To mitigate the negative effects of stress on a secretary’s job performance, employers can consider implementing stress management programs, promoting work-life balance, and fostering a supportive and communicative work environment. Additionally, secretaries themselves can adopt stress-reduction techniques such as mindfulness, time management, and seeking support when needed, both professionally and personally.