A STUDY OF THE NEGATIVE IMPACT OF TECHNOLOGICAL DEVELOPMENT ON THE SECRETARY IN A MODERN OFFICE

1.1 Introduction

A secretary is an office-staff who combines the mastery of secretarial skills of typewriting and shorthand with office routine functions. Automation is an innovation and a consequence of the industrial revolution. It is a collection of methods for controlling machinery and production processes by mechanical method, usually with electronic equipment. In recent times, the secretary’s routine has reached an advanced stage due to the invention of automated office equipment. Most of the traditional and routine tasks are performed by automated office equipment such as computers, telephone, etc. In a nutshell, automation has improved general and secretarial education, thus, enabling secretaries to become better prepared for automated office tasks.

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitations of the Study and Definition of technical terms.

1.2 Background of Study

In the public and private sectors of the Nigerian economy, secretaries are usually very helpful to the management in the accomplishment of organizational goals. With the advent of technical knowhow in our modern establishments there is an increase in demand for sophisticated and modern technologies in Nigerian organization. In the light of the above situation this research work is aimed at identifying the Negative Impact of Technological Development on secretaries in a modern office.

There are various categories of secretaries, which include: the executive, secretaries, the company secretaries, confidential secretaries, parliamentary secretaries and others.

Each of them is changed with well-articulated and defined functions and roles, which are expatiated of them. This study concentrates on the role of the executive secretary, employed by a company who is attached to an officer who is of the executives cadre.

A secretary may be viewed as a person who has acquired the basic knowledge of secretarial skill of shorthand, typewriting and sufficient knowledge and practical experience in office routine. Depending on the objectives of the organizations a secretary meant all things to all people. However, there are some basic functions which secretaries perform and these form the basis of their identify in an organization these functions are:

1. Initiating relevant correspondence on all routine, matters and draftifng letters as authorized
2. Collecting relevant information from relevant sources for office use.
3. Follow up the diary of her boss daily.
4. Dealing with visitors and telephone callers on issues which the secretary is knowledgeable.
5. Preparing the boss for meetings and other entertainment etc.

In spite of this very important functions performed by secretaries, the secretary still needs the modern office technology to efficiently carry out his/ her duties. Prior to the technological development in offices, clerical works were done manually the sizes of offices were small and little work was done manually. Then there was nothing like the modern equipment like, typewriter, telephone, photocopying, machines, addressing machines etc.

Technology is the application of scientific principles and knowledge to solve societal problems. It could be defined as the study, mastery and utilization of industrial and manufacturing methods as well as their application to practical tasks in the industry. Considering the degree of accuracy, convenience, speed and efficiency provided by modern technological aids, people have increased their awareness and utilization of modern technology in their organizations.

Though, modern technology assists, yet secretaries are afraid of being displaced by them, because some of the manual equipment used by secretaries are being supervised by automated machines and processes. It is not very easy for technologies to replace secretaries in the offices because the place of a secretary is very significant. This is because any technology applied will be operated by a trained secretary if efficiency and effectiveness must be maintained. There are also human attributes that the secretary possess that modern technology cannot offer. Adequately trained, reasonably motivated and royal secretaries aid the executive in the performance of duties will be needed to complement the modern technological innovations in the offices.

Therefore, in Nigeria where the research was carried out, the activities that was conducted is to know the Negative Impact of Technological Development on the Secretary in a Modern Office.

1.3 Statement of Problems

The problem of this study is that many secretaries has been displaced in the office while many others have been hindered from securing a good job by the introduction of technological development in the case of secretarial profession.

Because of the increasing demand for the use of automated processes in our organization in Nigeria, technology has been introduced to perform most of the jobs in the organization, more especially the duties of a secretary in an office. In some organizations, the management considers it fit to employ computer operators, programme managers and technologist instead of providing adequate training and education for their secretaries to handle such computers. As a result of this secretaries have been regarded as mere typist who cannot handle these machines, nor who do not have the capacity to leaver and caravel new skills.

In the light of all these, this research work aims at encouraging secretaries to put aside their fears and anxieties of being replaced by technological advancement in the office or getting people that will effectively use such machines without involving the secretaries. The researcher intends to tackle this problem by investigating the place of secretaries in technological advanced organizations like Banks such as: first Bank Nig plc, STB and Union Bank of Nigeria all in Umuahia.

1.4 Aim and Objectives of Study

The aim of the study is to examine the Negative Impact of Technological Development on the Secretary in a Modern Office. In achieving this aim, the following specific objectives were laid out as follows:

1. To examine the kind of modern technology that exists in the organizations.
2. To find out if modern technology poses any threat to the secretary.
3. To find out, if secretaries will adequately fit in the modern technological office environment, when they are sufficiently trained.
4. To examine if technological advancement can generate job opportunities or unemployment for secretaries.
5. To study how technological advancement in offices can facilitate or mar the job of secretaries.
6. To appraise the changes which technological advancement can cause in the duties of secretaries.
7. To recommend measures for blending the job of the secretary and sophisticated modern equipment in achieving high productivity in offices.

1.5 Research Questions

The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:

• Is modern technology a threat to secretary?
• Will adequately trained secretaries be employed to improve office environment?
• Can technological advancement generate employment or unemployment prospects for secretaries?
• What kind of modern technology exists in organizations in Nigeria?
• What changes can advancement in technology bring to the duties of a secretary?
• How can technological advancement facilitate or man the job of a secretary?
• What measures can be taken to blend the job of the secretary and the modern equipment in achieving high productivity?

1.6 Research Hypothesis

In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.

Hypothesis One

• H0: There is no technological advancement that generates employment or unemployment prospects for secretaries
• H1: There is a technological advancement that generates employment or unemployment prospects for secretaries

Hypothesis Two

• H0: Adequately trained secretaries employed does not improve office environment
• H1: Adequately trained secretaries employed improves office environment

1.7 Significance of Study

When this study has been concluded, an elaborate examination of the role of a secretary in an organization must have been done. Some organizations are not aware of these modern office technologies. This type of organizations will benefit from this research, because, after getting through this work, they would be well exposed about the various equipment, that they could use to carry out their duties effectively. There are other organizations who knows or are aware of the existence of this modern office equipment, but are not informed about their applications, these organizations will equally benefit.

What about organizations that are privileged to have access to this equipments? They will be at an advantage in that, they will be better placed to know the different roles which secretaries can play and their ability to operate complex and automated machine. This research work will also be useful in institutions of higher learning that offers secretarial studies.

Hence, after reading this research work, they will be able to redraw their circular and syllabus to accommodate subjects that are computer oriented.

1.8 Scope of Study

The primary aim of this study is to examine the negative implication of technological oriented business environment on the modern secretaries. However, because of some constraining factor such as lack of co-operation from information administrators sources, finance and poor transportation system, the research decided to limit the scope to only some selected banks in Abia State, such as first Bank and Union Bank Which represents a sample of the population of Nigeria enterprises.

1.9 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Research material: availability of research material is a major setback to the scope of the study.
3. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
4. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).

1.10 Definition of Terms

Secretary: A skill practitioner of the basic office who is employed as an administrative assistance to a superior officer.

Technological Advancement: This is a complex modern labour and cost cutting equipment that are now increasingly utilized in organizations.

Data: Its means facts or information.

Typewriter: It's a keyed writing machine

Computer: An electronic device used for storing and analyzing information fed into it, its also used for calculating.

Word Processor: It refers to the process by which an idea is translated into written communication. It also records typed words, diagrams etc and displays them on screen, where they can be corrected or changed and then automatically printed.

Computer: Electronic device which stores information on e.g. magnetic tape, analyzes it and produces information as required from data on tape.

Technology: Scientific study and use of mechanical arts and applied sciences e.g. engineering, application of this to practical tasks in industry.

Organization: A group of people who form a business in order to achieve a particular aim or goals.

Office: A room or building use for a particular purpose especially to provide information and services.

Office Manager: One in charge or controls of all office machines and equipment and also does the work of supervision, have knowledge and skills to perform office works without direct supervision.