Study Of The Factors Affecting Secretaries Productivity In Selected Modern Business Organization
(A Case Study Of Enugu Metropolis)
The productivity of secretaries within modern business organizations is influenced by various factors that encompass both internal and external dynamics. Internal factors such as proficiency in office technology, organizational culture, and interpersonal skills play a crucial role in enhancing productivity. Proficiency in office technology, including software applications and communication tools, enables secretaries to efficiently manage tasks and streamline workflow processes. Additionally, organizational culture, which emphasizes teamwork, communication, and support, fosters a conducive environment for productive secretary performance. Moreover, interpersonal skills such as effective communication, time management, and adaptability enhance secretaries’ ability to collaborate with colleagues and handle diverse tasks efficiently. On the other hand, external factors like workload demands, technological advancements, and workplace policies also significantly impact productivity levels. Managing workload demands effectively through prioritization and delegation strategies is essential for mitigating stress and optimizing productivity. Furthermore, staying abreast of technological advancements and adapting to evolving workplace policies ensures that secretaries remain efficient and relevant in their roles. Overall, a combination of internal competencies and external adaptations is essential for enhancing secretaries’ productivity within modern business organizations.
This research is an investigation into the problems affecting secretarys product with the some selected business organization.
In pursuance of this investigation, four research objectives were used. The researcher utilized survey method. The data were gathered mainly though questionnaire. Thirty (30) copies of questionnaire were given to six organizations and the number returned was twenty 920) duly comoleted. The data generated were then presented, analysed and interpreted using simple percentage table.
Finding based on the finding above, the following recommendation were made, that the secretaries should be given the opportunity to perform their duties that should make them their mutative, modern office equipment should be made available to secretaries to influence their productivity and the working evolvement should be conducive for secretaries in order to enhance their performance.
Cover page
Title page
Certification
Dedication
Acknowledgement
Table of content
Abstract
List of tables
CHAPTER ONE
1.0 INTRODUCTION
1.1 Background of the study
1.2 Statement of the problem
1.3 The objective or purpose of the study
1.4 Scope or delimitation of the study
1.5 Research questions
1.6 Significance ragisterls of the study
1.7 Definition of terms
CHAPTER TWO
2.0 REVIEW OF LITERATURE
CHAPTER THREE
3.0 METHODOLOGY
3.1 Research design
3.2 Area of the 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 research instrument
3.8 Method of administration of the R. instrument
3.9 Method of data analysis
CHAPTER FOUR
4.0 DATA PRESENTATION AND RESULTS
SUMMARY OF RESULT / FINDINGS
CHAPTER FIVE
5.0 DISCUSSION, IMPLICATION AND RECOMMENDATION
5.1 Discussion of results
5.2 Conclusions
5.3 Implication of results
5.4 Recommendation
5.5 Suggestion for further research
5.6 Limitation of the study
References
Appendix
BACKGROUND OF THE STUDY
Hornby 1984, stated that the word “secretary” is derived from a latin word “secretaries” meaning something known only to one or few and kept secret or hidden from the views of things.
Amaefula 1986 stated that a secretary is the office worker who combine the major skills of shorthand and typewriting with other competence of filling, reprography and telephone technique in the performance of her duties.
Hanna, pophan and tilton 1974 a secretary is an executive assistant who possesses a mastery of office skills without direct supervision, exercise initiative and judgement and makes decision within the scope of assigned authority. He also stated that considering the position of the secretary in business organizations every effort should be made to tackle the problems facing her to ensure increased productivity.
A secretary may be regarded as an employee in an office who deals with correspondence, keeps records, makes arrangement and appointment for a particular member of staff or the boss. Seguel to the definition above one can see that the profession is a noble one and that the secretary plays a toemendous role in an organization. The issue of in efficient performance of secretaries has in recent years been a matter o fgreat concern to modern business organizations.
Riggs 1981 stated, it productivity is the quality that indicates how well labour, capital, material and energy are utilized it is the output resulting from a given resources – input at a given time. It is the concept that guides the management of a production system and then measure its success. Mcbeth 91974) added that it is the measure of production efficiency, a ratio between input and output, input is frequently limited to input of labour.
Low productivity when applied to secretarial in selected modern business organizations measure in the degree of quantitative and qualitative inadequacies in the output of workers. It can be been as inadequate production. According to Riggs (1981), low productivity is the way by which productivity can fall short of the high standards that are less than perfect in the working situation are not identified, the result is low productivity.
In view of the above facts, one may quinines ask, why is the secretary characterized by low productivity? Agbese (1987) pointed out that the low productivity rate compled with sub-standard quality of secretaries job is a constant source of anxiety to government and their bodies which utilize them. He emphasized more that need therefore, for high productivity level in any organizational set up whether private or public cannot be over emphasized since high productive potential in both the organizational man power utilization and output levels help to cpe with exigieuces according to him, the center of any organization is the office which is managed by the secretary who plans, budget, organizes, controls, supervises bodinates to achieve efficiency.
A well motivated, trained and remunerated secretary is capable of achieving her productivity through experince acquired on the knowledge of technological advancement (Edum & Ajetunbok 86).
This research is therefore intended to find out the problems responsible for low productivity of secretaries in selected modern business organizations, and suggest ways of improving secretaries productivity.
1.2 STATEMENT OF THE PROBLEM
Secretaries in modern business organizations especially the qualified ones do their jobs with the aim of producing a good work with adequate speed and accuracy. But some secretaries failed to avail themselves of the opportunities given to them. This has created a gap between most executives and their secretaries.
Most of the secretaries complain that frige benefits, inadequate modern machines, environmental factor, lack of training and Door relationship with others affect the productivity of secretary.
The inability of employers in modern business organizations to remunerate and motivate their secretaries accurately in line with exportations of the present changing work environments in another pain or problem. This has led to low morale, poor standard of living, lateness and absenteeism on the part of the secretary.
1.3 OBJECTIVE OF THE STUDY
the following are the objective of this study:
1. To determine the problems affecting secretaries productivity in some secreted business organizations.
2. To examine the types of equipment use by secretaries
3. to identity whether or not secretaries have the required skills
4. to determine the specific duties of secretaries
1.4 SIGNIFICANT OF THE STUDY
The study will benefit the secretaries in modern business organization in Enugu metropolis, managers, lecturers and students as it will take care of the factors problems that lead to low productivity.
It will also widen and increase the knowledge of the researcher and act as a source of reference material to those intending members of secretarial studies.
1.5 RESEARCH QUESTION
This study will answered the following research questions:
1. What are the problems affecting secretaries productivity in moder business organization?
2. Do the secretaries have the required skills to perform their functions?
3. What are the functions of secretary in business organization?
4. what are the office equipments needed by secretaries in an organization?
1.6 SCOPE OF THE STUDY
The study is meant to cover only the secretaries in first Bank Plc, Union Bank: Agric Bank, ACB Transport, Anammco Nigerian Ltd, Department of petroleum Resource (DPR) all in Enugu state.
The study will therefore be based on the data and facts collected from the secretaries in the above listed business organizations.
1.7 DEFINITION OF TERMS
In the context of this research the following words have these meanings.
1. Secretary :- employee in the office who deals with correspondence, keed records, makes arrangement of a particular member of staff.
2. Office – A place where the administrative work are done.
3. modern – something currently in use i.e latest one
4. productivity – This is the ratio between out put and all the resources used in production.
5. problem – Facts or circumstance that aids one to bring about a result
6. boss / manager – One who controls a business and gives order to workers.
7. input – Refers to all the resources used in production
8. output – the product tealized out of the utlication of input
9. technology – systematical application of knowledge to practical task in industry.
10. sophisticated
11. metropolis – larse improtemt city coften the capital city of a country or region.
SHARE PROJECT MATERIALS ON:
Factors Affecting Secretaries Productivity In Selected Modern Business Organization:
The productivity of secretaries in modern business organizations can be influenced by various factors, including:
- Technology and Tools: The availability and proficiency in using modern office technology such as computers, email systems, word processing software, and productivity apps can significantly impact a secretary’s efficiency. Adequate training and access to updated tools are essential.
- Work Environment: Factors such as office layout, noise levels, ergonomics, and overall atmosphere can affect a secretary’s ability to focus and work efficiently. A comfortable and well-equipped workspace can enhance productivity.
- Communication Skills: Effective communication skills, both verbal and written, are crucial for secretaries to interact with colleagues, clients, and superiors. Clear communication helps in understanding tasks, managing schedules, and coordinating activities effectively.
- Time Management: Secretaries often handle multiple tasks simultaneously and need strong time management skills to prioritize tasks, meet deadlines, and avoid procrastination. Efficient time management techniques and tools can enhance productivity.
- Organizational Skills: Being organized is fundamental for secretaries to maintain files, schedules, and documents systematically. Strong organizational skills ensure that information is easily accessible and tasks are completed efficiently.
- Stress Management: The demanding nature of the job can lead to stress, which can affect productivity. Secretaries need effective stress management techniques to cope with pressure and maintain productivity levels.
- Professional Development: Continuous learning and development are essential for secretaries to stay updated with industry trends, improve skills, and adapt to changing job requirements. Training programs, workshops, and conferences can contribute to professional growth.
- Job Satisfaction: Job satisfaction plays a significant role in productivity. Providing recognition, opportunities for advancement, a supportive work environment, and fair compensation can enhance morale and motivation among secretaries, leading to improved productivity.
- Task Complexity and Autonomy: The complexity of tasks assigned to secretaries and the level of autonomy they have can influence productivity. Clear job roles, well-defined responsibilities, and appropriate delegation of tasks contribute to efficient workflow.
- Team Dynamics: Collaboration with colleagues and supervisors can impact productivity. Effective teamwork, open communication, and a positive work culture foster cooperation and facilitate the completion of tasks more efficiently.
- Leadership and Supervision: Effective leadership and supervision provide direction, support, and feedback to secretaries, helping them perform their roles more effectively and efficiently.
- Work-Life Balance: Maintaining a healthy work-life balance is crucial for overall well-being and productivity. Employers can support secretaries by offering flexible work arrangements, time off, and promoting a culture that values work-life balance.
By addressing these factors, modern business organizations can create an environment conducive to enhancing the productivity of their secretarial staff.