STUDY OF THE ATTITUDE OF SECRETARIES TOWARDS THE USE OF MODERN OFFICE MACHINES IN SOME SELECTED COMMERCIAL BANKS

1.1 Introduction

In the modern workplace, secretaries have access to internet-based tools that facilitate work and increase knowledge availability (Edwin, 2008). Telephone, fax, and electronic mail (e-mail) message sending has become more convenient. A secretary is an office-staff who combines the mastery of secretarial skills of typewriting and shorthand with office routine functions. The secretary plays a very important role in the running of an organization. No matter how skillful and competent secretaries are the effectiveness of their functions largely depend on the availability of office technology.

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, printer, etc. The efficiency and effectiveness of the secretary in every business organization depends on the availability of office technologies as well as the skills and competencies of the secretary (Ordu et al., 2009).

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, Limitation of the study and Definition of terms.

1.2 Background of Study

Since the modern office has undergone many changes due to the computerized and technological era in which we live, some people have come to believe that modern office equipment, like electronic typewriters and telex machines, poses a threat to the secretarial profession and has the potential to completely eradicate secretaries from the business and civil service sectors.

A lot of people’s imagination about the concept of electronic office and media has given the topic a wide coverage in both civil service and business circles. Major changes n the office work have been affected by technological innovations, right from the days of industrial revolution from the idea of an automatic electronics and paperless office is still currently challenging many of the traditionally accepted practices of office work.

With this assertion, we want to find out what actually is the attitude and reactions of secretaries towards the use of these modern office machines, if they have negative attitude towards the use of these modern office machines, then it is obvious that the work in the office will not be perfectly and efficiently done and the companies or government parastatals will suffer because of the inability of the secretary to handle these modern machines, where they have positive attitude towards the use of these modern office machines, it will yield good results to the companies and parastatals. This will then show that the secretaries will gain a lot from the use of these modern machines and that these machines are mere robots and can only do work when being operated by the secretary.

This research proposes to uncover the fact that the use of modern office machines is indispensable to secretary and that this does not pose a threat to the secretarial profession and that despite the use of such machines the secretary will still be in demand in an organization. At attempt is also made in this work to establish the fact that these machines serve as an aid to the secretary and as well exist to help her achieve her approved services and better performance on the job.

The study provides evidence to bolster the theory that it might not be feasible to eradicate secretaries entirely from the business in the near future. Such human resources remain crucial to enhancing adequate secretarial services; machines are unable to carry out tasks like taking minutes during meetings or utilizing initiative to solve office work-related issues.

Data collection is being carried out by distributing questionnaire to both male and female secretaries in some selected commercial banks in Enugu urban and some of the executives of these banks are interviewed to find out actually their views about the attitude of the secretaries towards the use of modern office machines.

1.3 Statement of Problems

Investigation revealed that some people think that modern office machines, which came about as a result of technology, have replaced secretaries in their work, and that the jobs that were previously performed by humans have been replaced by computers. The problem now is:

1. What is the attitude of the secretaries towards the use of modern office machines?
2. Has these machines been favourable or unfavourable to the secretary?

These questions are important because the attitude of secretaries to modern office machines could affect their job performance and subsequently industrial and national growth and development of our country Nigeria.

1.4 Aim and Objectives of Study

The aim of the study is to find out the Attitude of Secretaries Towards the Use of Modern Office Machines in Some Selected Commercial Banks. In achieving this aim, the following specific objectives were laid out as follows to:

1. Find out the effects of these modern office machines on the productivity of the secretary.
2. Examine the attitude of secretaries towards the use of these modern office machines.
3. Examine whether secretaries are employed towards the use of modern office machines.

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:

• What are the effects of the modern office machines on the productivity of the secretary?
• What are the attitudes of secretarial towards the use of modern office machines?
• To what extent are secretaries employed towards the use of modern office machines?

1.6 Significance of Study

This study will be useful in the following areas:

1. It will promote better understanding of the problems that hinges on the use of modern office machines.
2. It will help in bringing out properly the line of action that will facilitate solving the identified problems.
3. It will serve as a useful price growth for the development of secretarial studies in IMT, Enugu and the public at large.
4. It will also serve as a resource material for the department/school library.

The student will benefit from the study because after knowing everything concerning the modern office machine and the attitudes of the secretaries towards them, he/she will be able to take corrections where necessary and get herself prepared for future work on the office modern machines.

1.7 Scope of Study

The scope of the research is focused on the Study of the Attitude of Secretaries towards the Use of Modern Office Machines in Some Selected Commercial Banks. This research work covers four banks that employed qualified secretaries and the top executives from these banks in Enugu urban.

1.8 Limitations of the Study

During the course of this study, there were some problems encountered which stood as limitations to the research work. Some of the limitations include:

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. Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this research work. There were lots of information needed from the staffs of this establishment to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
3. 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).
4. Initial Cooperation Delay from Respondents: A particular limitation of this work came as a result of the respondent refusal to offer their cooperation at the initial time they were contacted. This contributed in making the success of this research study difficult.

1.9 Definition of Terms

Secretary:

It is 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, it’s 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.