THE IMPACT OF AUTOMATION ON THE PERFORMANCE OF SECRETARIES

1.1 Introduction

Modern office automation is defined as the use of computer systems and software in service delivery; thus, office automation is the use of self-regulating devices to handle office activities traditionally performed manually or by semi-mechanical methods (Okon and Okogun, 2020). The automation of modern office has thus revolutionized the secretarial procedures in modern offices and has greatly improved the way secretaries carry out their duties. Secretaries are defined as employees who can cope with all the stress and demands of an office in a manner that will ensure an overall control of crisis that may emanate from managing records, communication, information, people and other resources that are intrinsically involved in making the office the nerve centre of the organization (Okeke, 2013).

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

The 21st century has witnessed a lot of advancement both in science and technology. This advancement has been growing rapidly since the end of Second World War both in manufacturing, aviation, medicine, engineering, finance and administration, such advances has affected adversely all aspects of life. Technological innovations have also impacted on the processes and procedures in modern day offices. The strategic role that the office holds as the digital nerve center of any given organization has put considerable emphasis on the use of information and communication technologies in offices (Ajike, 2015). The nature of the modern day office makes it a place of operation where multiple tasks require the handling of information through the application of technology (Akiti, 2017).

The introduction of sophisticated office technology equipment like computers, word processors and other information technology resources coupled with new management techniques have completely changed old work habits in the office and triggered off a new business orientation thus making moribund the older methods of business transaction. Secretarial functions everywhere in the world have undergone a lot of technical changes. As a result, modern office equipment which gives the secretary the opportunity to increase her efficiency abound. Many office functions and secretarial duties which were previously done manually have been mechanized (Nwaokwa and Okoli 2012).

Koko and Okogun (2020) defined an office as a place where administration, which is management and processing of information, takes place. An office is a position (room or building) where an organization's paper or clerical work is performed (Ajike, 2015). Thus an office is a place where managerial, clerical and financial tasks are carried out in an organization. In today's offices, office activities depend on information and communication technology (ICTs). Tools ranging from photocopiers, printers, fax machines, electronic correspondence and image editing have their own knowledge and are used to execute tasks more efficiently in the modern day office (Dosunmu, Bukki & Akintola, 2017). The process of utilizing the ICT tools in carrying out office functions is called modern office automation. Modern office automation is the process by which machines and equipment are introduced in the work place to facilitate administrative processes, remove bureaucracy and unnecessary delay of the office functions (Ovbiagbale, Mgbonyebi & Olaniye, 2019).

Gambari (2014) stated that a secretary is an executive assistant who has mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiatives, judgment and makes decision within the scope of assigned authority. The utilization of ICT gadgets by secretaries has been hailed for having a positive influence on productivity of secretaries in public and private institutions. Office automation according to authors like Onoja (2020) and Fadare (2014) can facilitate efficient discharge of secretary’s office works tasks such as information processing and communication skills.

In the contemporary work environment, employers are in search for secretaries who possessed knowledge, skills and competencies that would enhance better job performance. As such the development of high level of efficacy in ICT will affect the success of the secretary’s job performance in the ever-increasing information-based environment. Information technology has drastically changed the office functions, jobs are now done in a new way. Information could be transferred, stored, retrieved and processed for onward transmission with the use of technology. As opined by Nwaokwa and Okoli (2012), many secretaries lack the communication technology skills required in the various offices and this has greatly affected their performance. The effect of office automation is to increase the organizational productivity by redefining the office work, improve the quality and accuracy of output (Dosumu et al 2017). For an office secretary, office automation reduces the stress of role overload / identification; it affects the perceived status and job satisfaction and it has a significant influence on the workers’ feelings towards the organizational goals. The introduction and development in Information Communication Technology (ICT) have changed the methods and procedure of doing office work by the Secretarial staff. Thus, the diversities of these office technologies require the secretary to possess new skills and sub-skills to enable him/her to be relevant in the modern office (Atakpa 2010).

Therefore, in Nigeria where the research was carried out, the activities that was conducted is to examine the impact of automation on the performance of Secretaries.

1.3 Statement of Problems

Investigation revealed that the incorporation of ICT facilities as an important tool in the administration and execution of job in the government and private sector cannot be overemphasized. Less importance has been placed on the contribution of ICT to job effectiveness of secretaries whose major responsibilities are to process information, disseminate and manage information. The ineffectiveness of some secretaries in handling ICT in today’s ever-changing techno-office seems conspicuous. One of the main causes of poor performance among secretaries in most organizations is their abject lack of communication technology skills as highlighted above. Many of them do not possess communication technology skills required in the various offices and have continued to negatively affect their general performances.

Lack of skills in the area of webpage design, desktop publishing, office application, networking, proficiency in accessing the internet, etc., among secretaries in government offices have often been a source of worry to the management of such organizations. Researchers have described a secretary as a person who is versatile in the effective use of modern office automation and ICT .Despite the introduction of these emerging technologies to organizations, some secretaries are still being subjected to old method of handling office tasks. Such old method of operation leads to ineffectiveness and unproductivity among the office workers. Consequently, the study was designed to examine the influence of office automation and information technology on secretaries’ work- related effectiveness.

1.4 Aim and Objectives of Study

The aim of the study is to examine the impact of automation on the performance of Secretaries. In achieving this aim, the following specific objectives were laid out as follows:

1. To determine the ICT resources available and skills required by secretaries in government ministries in Imo State
2. To establish the relationship between the ICT skills acquired by secretaries and their utilization of Internet for effective job performance.
3. To determine the effects of office automation on secretary personal quality, interpersonal skills, Job related skills, and professional behaviour.

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:

• Are there relationship between the ICT skills acquired by secretaries and their utilization of Internet for effective job performance?
• What are the ICT resources available and skills required by secretaries in government ministries in Imo State?
• What are the effects of office automation on secretary personal quality, interpersonal skills, Job related skills, and professional behaviour?

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 significant effect of office automation on secretary personal quality, interpersonal skills, Job related skills, and professional behavior
• H1: There is a significant effect of office automation on secretary personal quality, interpersonal skills, Job related skills, and professional behavior

Hypothesis Two

• H0: There is no significant relationship between the ICT skills acquired by secretaries and their utilization of Internet for effective job performance
• H1: There is a significant relationship between the ICT skills acquired by secretaries and their utilization of Internet for effective job performance

1.7 Significance of Study

The study will contribute to knowledge and provide empirical evidence on the impact of automation on the performance of secretaries in government ministries in Imo State. It also aimed to know the impact it produces in terms of information processing and communication skills.

This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.

1.8 Scope of Study

The scope of the research is focused on the impact of automation on the performance of Secretaries in Imo State Government Ministries.

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. Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project 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. Research material: availability of research material is a major setback to the scope of the study.
4. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
5. 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

Office: Place of business where professional or clerical duties are performed

Automation: The act of implementing the control of equipment with advanced technology; usually involving electronic hardware

Secretaries: A person who is head of an administrative department of government

Information Processing: The sciences concerned with gathering, manipulating, storing, retrieving, and classifying recorded information