Survey Of The Effect Of Motivation On Job Performance Of Secretaries
(A Case Study Of Emenite Ltd, Enugu)
The job performance of secretaries is profoundly influenced by motivation, which serves as a crucial driver in enhancing their productivity and efficiency within the workplace. Motivation plays a pivotal role in shaping the attitudes, behaviors, and overall job satisfaction of secretaries, impacting their ability to handle various tasks effectively and meet organizational objectives. When secretaries are adequately motivated, they exhibit a heightened sense of commitment, enthusiasm, and engagement in their duties, leading to improved performance levels and greater job satisfaction. Motivated secretaries are more likely to demonstrate proactive problem-solving skills, effective communication, and time management abilities, contributing significantly to the smooth functioning of administrative operations. Furthermore, motivation fosters a positive work environment, fostering teamwork, creativity, and innovation among secretarial staff, thereby enhancing overall organizational performance and competitiveness. Thus, understanding and cultivating motivation among secretaries are essential for optimizing their job performance and ensuring organizational success in today’s dynamic business landscape.
The field of motivation is a very wide one. However, the researchers set out to see how motivation works in a management set using EMENITE LTD as a case study. The concentration is also on the secretary in order to reduce generalization and focus on a specific management personnel. A general introduction of chapter is presented to relate management to motivation as well as the secretary to management.
A literature review is also given to see the direction others related literatures similar to the researchers’ title have followed. In doing so, attempts have been made to improve on notice lapses. This is joined in a chapter with theoretical framework of motivation. Therein the researchers dealt extensively into renowned theories including Abraham Maslow’s Hygiene Factors, McGregor’s theories X and Y, Frederick Herzberg’s theory, Victor Vroom’s expectancy theory.
The researchers equally defines the objectives of the study which include identifying motivation factors that affects secretary on job performance and identifying environments which make the secretary either efficient or inefficient. As a prelude to the case study data analysis, a number of questions were asked each revolving round the stated objective.
The researchers devotes a lengthy space to data analysis presented tabularly in chapter four after which recommendations are put forward in chapter five. The objectives as the introduction says is to identify motivational factors which enhances the secretary’s performance. No doubt the objective is achieved to a large extent going by the researchers’ recommendations and conclusions.
Title page
Approval page
Dedication
Acknowledgement
Abstract
Table of contents
CHAPTER ONE:
1.1 Introduction
1.2 Background of the study
1.3 Statement of the problem
1.4 Purpose of the study
1.5 Significance of the study
1.6 Scope and limitation of the study
1.7 Research questions
CHAPTER TWO:
Literature Review
2.1 Introduction
2.2 Definition of motivation and secretary
2.3 Duties of the secretary
2.4 How motivational factors boost the morale of the secretary
2.5 Benefits of motivation to the entire work force
2.6 Problems of lack of motivation to the Nigerian workers
2.7 Recommendation on the best three motivation techniques that enhances the performance of the secretary
2.8 Summary of the related literature review
CHAPTER THREE:
Research Methodology
3.1 Research Design
3.2 Sources of data collection
3.3 Description of the population of the study
3.4 Instrumentation
3.5 Method of analysis
3.6 Population of study
3.7 Area of study
3.8 Sample Size
3.9 Establishment of Validity of the instrument
CHAPTER FOUR:
Presentation and Analysis of data
4.1 Research Question
4.2 Characteristics of Respondent
4.3 Summary of the findings
CHAPTER FIVE:
Summary of findings
5.1 Summary of findings
5.2 Conclusion
5.3 Recommendation
5.4 Questionnaire
Reference
INTRODUCTION
1.1 BACKGROUND OF THE STUDY:
Emenite Limited, a member of the Belgian Etex Group started operation in 1963 under the name ‘Turners Asbertos Cement Company Nigeria Limited’. The company was incorporated in 1961 with registration number Rc 2712 and the shareholding were as follows:
Turners and Newall Limited – 80%
Government of Eastern Nigeria – 20%
Due to indigenization decree of 1973, the shareholding of the company changed as follows:
Turners and Newall Limited – 60%
Government of Eastern Nigeria – 40%
With the name of the company changing to Turners Building Products (Emene)
Owing to dwindling fortunes of the company, in March 24, 1988, Turners and New all Limited divested its interest in the company and transferred 51% of its Shareholding to Entrepreneur Societe Anonyme of Belgium (Now Etex Group S.A) and the balance of 49% went to the then Anambra and Imo States, now Anambra, Enugu, Imo, Abia and Eboyi State. As a result of the new shareholding arrangement, the company changed its name to Emenite Limited as is presently known.
Emenite Limited Specializes in the production of Roofing Products an leiting products. Under the Roofing Products, they have: Bigsix corrugated Sheets (Grey, Red, and Gren colour) 1086mm x 2400mm, Prestige Concrete tile, ultimate corrugated sheets to mention but a few.
Also under the leiting products, they have Emenite flat sheet, Duraceit decorative Ceiling, Emlux decorative Ceiling and so on. The above products of Emenite are made from fibre and cement and very qualitative in building. No wounder Emenite has a slogun which says “Wherever people builds, there comes Emenite”.
Emenite Limited, just like every organization has a very grod aim. Hence their aim is to be the leader in the manufacture and sale of high quality building products with zero waste management, culture and to sustain the business in a profitable manner with the knowledge that Emenite will stand by its customers while continually improving the creativity, motivation and safety of all their employees.
Judging from their aims one will see that they are not far from it since it has achieved almost all as this is made manifest in the benefits its customers derives which includes:
Universal application
Non combustible
Strong and hang lasting
Rof and Rust free.
Unique.
Wide range of accessories
Cost effectiveness
Completely weather proof and
Available in different Colours.
It is interesting and worth mentioning that Emenite has in addition to their numerous products launched (Duratile) into the market on 25th day of November 2001 in Enugu State in the first instance, and other areas later.
Before now, Emenite produces flower pot, pipes used for water and other things. But thanks to Emenite for improving on their products. Their products range are sold through a wide range of distributor network located in such a place that will be close to project sites. They also offer free pre and after sales technical advice to ensure, that their customers enjoy problem free roof.
Consequently, Emenite Limited was Certified to 150 9001-2000 in 1998, 2002, and are the first to obtain such international Standard East of the Niger. This entaits that their products could be sold in any market both locally and internationally.
1.2 STATEMENT OF THE PROBLEM
As the title suggests, the main problem of this project is to study the Effect of Motivation on job performance of a secretary. In other words, the research is aimed at knowing those factors that will normally increase the job performance and efficiently in an organization. For instance, the study/research wants to know if “Motivation” ends only when a secretary’s salary is increased regularly or when she is promoted or given commendations by her supervisors. On the other hand, would she be inefficient if she is not given medical facilities or if she is not aware of the company’s corporate goals. The research intends to unravel these and many other questions through the case study. This therefore obvious that lack of motivation affects the morale and spirit to;’ work. Inadequate motivation produce, anegaline work attitude.
1.3 PURPOSE OF THE STUDY
The performance of secretaries in Emenite Limited has been regarded as both inefficient and ineffective. As already stated, the secretary occupies an important position in the organization. Hence it will not be surprising to say that behind every successful boss, there is an efficient secretary. Such importance requires that she must put in her best, display her talent and integrity and demonstrate a high level of proffesionalism. What factors make her to achieve her best, how can she achieve high efficiency? Hence it is the aim of this study to find answer to these questions with the following objectives
i. To identify the factors which the secretary will regard as motivational.
ii. To examine the relationship between motivation and secretary’s performance in an organization.
iii. To identify an environment which will make the secretary either efficient or inefficient.
iv. To have an indepth knowledge on the effects the motivation of secretaries has on their job performance.
v. To meet practicing secretaries to get on the spot assessment of how best secretaries can attain the pinnucle of their profession.
vi. To drive at reasonable conclusion and make recommendations that will enable the secretary to achieve high efficiency as a professional.
1.4 SIGNIFICANCE OF THE STUDY
On completion of this work, administrators will be supplied with important information relating to motivation and its effects on secretary’s performance.
Also, it will reveal how adequately secretaries are motivated in Emenite Limited Enugu.
Again in the field of academics, it will constitute an enormous contribution in the field of business Administration.
This petce of work will in addition be an invaluable material for future researchers who would like to do more research work on motivation as a tool for improving secretaries performance.
It is just the above mentioned, it will enhance general understanding about organisational efficiency and will be our humble wish to contribute to the national strive towards finding a feasible and lasting solutions to the problem of inefficiency in our organization.
Lastly, it is our firm belief that this study will be of immense benefit and of great use of the generality of the public.
1.5 SCOPE AND LIMITATION OF THE STUDY
The study was limited and focussed on the Emenite Limited Enugu. usually, in carrying out a research work of this nature, problems are likely to arise.
As a result, the researchers were met with certain problems which includes.
(a) Financial Constraints:
This is one of the major problem encountered by the researchers. This is because the area covered was at the outskirts of Enugu metropolis. So the researchers found it very difficult to get enough fund to travel to distribute and collect questionnaires, relevant information and even for final production.
b. Time Factors:
The time limit within which the work was to be completed was limited. As a result of this, the researchers has to hurry up the job which if given enough time would have been better than this. Hence, this also hampered the project.
c. Lack of Text books and Materials.
The researchers were faced with inadequate text books for the completion of this project. Materials were not enough and so the researcher could not lay hand on many text books to enrich the write-up.
d. Unco-operative Attitude of the Respondent.
The researchers found it extremely difficult to convince some of the respondents who because of one reason or the other refused to give correct information and to answer the question asked.
Effect Of Motivation On Job Performance Of Secretaries:
Motivation plays a crucial role in influencing the job performance of secretaries, just as it does for employees in any other role. Secretaries are essential members of an organization, responsible for various administrative tasks, communication, and coordination. Here are some ways in which motivation can affect the job performance of secretaries:
- Productivity: Motivated secretaries are generally more productive. When they are enthusiastic about their work and feel a sense of purpose, they are likely to complete tasks more efficiently and accurately.
- Quality of Work: Motivation can impact the quality of a secretary’s work. When they are motivated to excel, they are more likely to pay attention to detail, minimize errors, and take the time to do tasks properly.
- Initiative: Motivated secretaries are more inclined to take the initiative. They proactively seek out opportunities to improve processes, offer suggestions for optimization, and take on additional responsibilities when necessary.
- Communication Skills: Secretaries often serve as the communication bridge between different departments and individuals within the organization. Motivated secretaries are more likely to communicate effectively, ensuring that information flows smoothly and accurately between parties.
- Time Management: Motivated secretaries tend to be better at time management. They prioritize tasks effectively, meet deadlines, and ensure that important activities are not delayed.
- Adaptability: In today’s rapidly changing business environment, secretaries need to adapt to new technologies and processes. Motivated secretaries are more willing to embrace change and acquire new skills to stay relevant.
- Conflict Resolution: Motivated secretaries are better equipped to handle conflicts and challenges that may arise in the workplace. They are more likely to approach conflicts with a positive attitude and seek constructive solutions.
- Job Satisfaction: Motivation contributes to job satisfaction. When secretaries are satisfied with their jobs, they are more likely to stay with the organization, reducing turnover and ensuring a stable workforce.
- Customer Service: For secretaries who interact with external clients or visitors, motivation can significantly impact customer service. A motivated secretary is more likely to provide a positive and professional experience to clients, which can enhance the organization’s reputation.
- Workplace Atmosphere: Motivated secretaries can also influence the overall workplace atmosphere. Their enthusiasm and positive attitude can be contagious, contributing to a more pleasant and productive work environment for the entire team.
To enhance the motivation and job performance of secretaries, organizations can implement various strategies, such as providing training and development opportunities, recognizing and rewarding outstanding performance, fostering a supportive work culture, and involving secretaries in decision-making processes. It’s essential to recognize that motivation is a complex and individualized aspect of human behavior, so tailoring strategies to meet the specific needs and aspirations of each secretary is crucial for success