The Effects Of Information Technology On The Performance Of The Secretaries In The Front Office

The Effects Of Information Technology On The Performance Of The Secretaries In The Front Office

Abstract

The study investigated the effects of information technology on the efficacy of front office secretaries. Using a 13-item questionnaire, the study employed a survey research design in order to assess the opinions of the selected respondents. The investigation was guided by three research questions and one hypothesis. The obtained data were analyzed using basic sample techniques, frequency, and percentages, while Chi Square was used to test hypotheses. The study revealed that the implementation of ICT has had a positive effect on the secretarial profession. It was also noted that the adoption of ICT has decreased the employment rate of secretaries, and that those currently employed are at risk of being laid off. Lastly, it was noted that the majority of secretaries have no trouble utilizing ICT, but that maintenance and procurement are problematic.

On the basis of the findings, the following recommendations were made: the organization should make adequate provision for ICT and necessary infrastructure should be provided so that the secretaries will be efficient and accurate in the performance of their duties; the secretaries should strive to update their knowledge as at when due in order to be well versed in the modern office equipment; and efforts at training students/pupils on ICT as a course should be intensified in the school system.

First Part

Introduction

1.1 Context of the Study

Information and communications technology (ICT) is widely regarded as the fourth industrial revolution (Asakpa, 2003). Indeed, ICT has become the entry point to the modern information skills and orientation (ISO) that distinguish the international order. ICT in the secretarial profession is the application of digital devices to every aspect of secretarial duties. ICT is defined as the combination of technologies used for collecting, storing, processing, file management, diary keeping, communicating, and disseminating information pertaining to secretarial processes (Oladimeji, 2003). The diffusion and efficacy of ICT are crucial to the accomplishment of secretarial objectives (Obanya, 2002). ICT encompasses all applications of computer, microelectronic, satellite, and communication technology.

The national policy on ICT (2001) defines ICT as any instrument used for information acquisition, storage, manipulation, management, control, display, and transmission. In another dimension, ICT is conceptualized as all forms of communication used, evaluated, relayed, and transmitted to communicate, convey, and receive data. Utilizing and applying these devices transforms information, text, messages, sound, and motion into digital form. Through training and retraining, ICT influences the secretarial behavior of secretaries in an office setting. It is an integral part of administrative responsibilities. Due to the fact that a secretary’s duties include managerial and administrative duties.

Unquestionably, ICT has the potential to promote efficiency and meet current administrative challenges within the organization. In March of 2001, the federal government of Nigeria approved a national ICT policy, and implementation began in April of that year. With the establishment of the National Information Technology Development Agency (NITDA), which is responsible for the policy’s implementation, the federal government acknowledged that private service providers have tremendous capacity for ICT services. In response, the government established the Nigeria National ICT for development (ICT4D) Strategic Action Plan Committee to develop a new road map for the country.

ICT has positively impacted the secretarial profession in all ramifications to the extent that no nation can escape this transformative movement propelled by the internet and modern inventions such as computers, fax machines, GSM, etc. This implies that secretaries must now devote their entire careers to ICT in order for their profession to survive. Recent research has demonstrated that the introduction and use of ICT in the secretarial profession has enhanced the performance of secretaries in every organization. (Ogunsiji and Aregbe, 2010) Recent research has demonstrated that the implementation of ICT reduces the secretary’s workload and improves her productivity. Lasisi (2005) concurs that ICT has improved the secretary’s function and eliminated the monotony of using a typewriter. The cyber revolution has begun to redefine the secretarial profession, giving rise to a new self-image, creativity, and innovation, as well as an ever-expanding technological framework. The new challenges posed by ICT and the enthusiasm they generate do not appear to permeate the entirety of society.

In the early modern period, a number of nobles had secretaries whose duties were comparable to those of secretaries today. They are men who possessed a strong command of multiple languages, including Latin, and were required to have what we would call a broad general education today. After the Renaissance, males continued to dominate clerical and secretarial positions until the late 1880s, when a new writing machine allowed women to enter the profession.

The National Secretaries Association (NSA), now known as the International Association of Administrative Professionals, was founded in 1942.In 1951, the NSA administered the certification examination for professional secretaries for the first time. In Nigeria, the origins of the secretarial profession can be traced back to the advent of missionaries and colonial rulers.

Information technology has restricted the secretary’s function by eliminating mundane tasks such as paper holding and filling. Consequently, the secretary would presumably have more time for tasks involving human behavior. There is no doubt that ICT has made significant contributions to the administrative profession. The scope of this investigation is to investigate the impact of information technology on the office performance of secretaries.

1.2 Description of the issue

The inefficiency of the typewriter and the secretary’s duties in the office has had direct and indirect effects on the organizational structure, thereby decreasing the front office’s efficiency. A great deal of research has been conducted in an attempt to recommend or discover a long-lasting solution to the problems faced by office secretaries, but there are still gaps. This study investigates the impact of information technology on the office performance of employees.

1.3 Objective of the Study

Examine the effects of information technology on office assistants.

Examine the challenges that information technology presents to the secretarial profession.

Determine how the application of ICT has increased the front office’s efficacy.

1.4 Research Concerns

How has the use of information and communication technologies affected the secretarial profession and the individual secretary?

What challenges do employees face when using information and communication technologies?

Can the adoption of ICT in an organization contribute to a reduction in the number of secretaries?

1.5 Scientific Hypothesis

Problems encountered by secretaries will not substantially hinder their use of information and communication technologies.

The use of information and communication technologies has no significant effect on the secretarial profession or the individual secretary.

There is no correlation between the adoption of ICT and the reduction of secretaries.

1.6 Importance of the Study

– The purpose of this research is to examine the impact of ICT on secretaries and identify factors that impede their performance.

This study will also educate the individual secretary on the duties of ICT in the desk office, thereby raising their awareness.

– The study will determine what lessons need to be learned about how ICT lessons can be consistently applied in order to assist secretaries in displaying good secretarial attributes when performing their duties.

– The study will also evaluate the impact of ICT on the office and on the assistants, as well as propose solutions.

1.7 Range of the Research

Concerning the aforementioned project topic, the investigation has been limited to Straco Insurance Company, Zenith Bank, University of Lagos, Yaba Local Government office, and Shomolu Local Government office respectively.

1.8 Limitation

Time, material, and financial constraints limit the researcher’s ability to collect beneficial information for this study, which presents numerous challenges.

1.9 Terminology Definitions

To aid the reader’s comprehension, the following section defines several important concepts from the research project.

Information Systems

It is used to restrict the range of information in various forms to computer, digital electronic, and telecommunication formats.

Secretary

An administrative assistant who possesses a strong command of office skills and the capacity to assume responsibilities without direct supervision, exhibits initiative, exercises sound judgment, and makes decisions within the scope of his or her abilities.

Secretarial Training

It is a component of business courses that provides instruction and knowledge in administrative services.