This project work was carried
out to examine “A survey of the implementation of an automated office”. A case
study of Osun state civil service. Innovation in terms of automated office as
brought significant changes to the civil service and organization in general.
One (1) subject who constitutes the population of the study were secretaries in
osun state civil service, which comprises of two (2) males and five (5) female.
For the purpose of collecting information, various literature and textbooks
were consulted. Also, a well structured questionnaire was constructed and
administered on the subjects. The frame work for data collection for the
research work was built on four (4) research questions. (1) What modern technological equipment is in use in your office?
(2) What are the modern reprographic tools that are in use in an automated
office? (3) What are the modern communication skills that are in use in an
automated office? The data collected
were analyzed using simple mean. The researcher concluded that automated
offices have a lot positive influence on the provision of effective secretarial
service. It was also recommended that any organization aspiring to reach a
greater height in its business should be dynamic enough by making procurement
of standard modern office equipment a priority in order to live up to
expectation of changes in time.
TABLE OF CONTENTS
of the Study
1.2 Statement of the Problem
1.3 Purpose of the Study
1.4 Significance of the Study
of the Study
The Role of A Secretary in
an Automated Office
Modern Office Machine and Their Uses
Population of the Study
Method of Data Collection
Method of Data Analysis
REPRESENTATION, ANALYSIS AND INTERPRETATION OF DATA
4.1 Analysis of Bio Data
4.2 ANALYSIS OF DATA AND RESEARCH QUESTIONS.
OF FINDINGS, CONCLUSION AND RECOMMENDATIONS
5.1 Summary of Findings
5.4 Suggestion for Further Studies
1.1 Background of the Study
It is a well-know fact that different places of
work apparently have peculiar tools that are appropriate and which lessen the
difficulty of work at those places. When an appropriate and standard tool in
used for a certain job, the output from that job more often than not appears to
be very good and satisfactory and in most cases, the exercise is usually
performed within the shortest possible time,. Take for instance, peasant farmer
who uses hoes and cutlass in his farming activities, he will surely have less
farm produce when compared with a mechanized farmer who uses mechanized
equipment, such as planter, tractor, insecticide, at cetera in his faming.
a roadside mechanic can not perform excellently like his counterparts who has
well-equiped modern workshop.
In the same vein, therefore, secretaries will
perform better when an office is automated, having modern machinery, the
products of technology such as computer, photocopier, facsimile telephone,
Electronic mail (E-mail) et cetera to perform secretarial function.
Business world is becoming
more complicated and challenging. Things move fast and for any business to survive
and breakeven, performance for one’s task cannot be done manually any more. In
Nigeria there has been a lot of innovations and technological development in
the last twenty years. When one thinks of technological development in the
office, new innovation in term of automated office usually come to the mind.
New innovation of offices such as computer data communication and micro
graphics, data processing, computer and word processing equipment have the work
of the secretary.
However, it is note worthy
that some offices find it difficult to afford modern office equipment and are
therefore, forced to stick to the old equipment such as:- manual typewriter,
Roneo Machine and so on to perform secretarial functions. This explain why
secretarial work in such organisation seems tedious and the output usually look
poor as a result of substandard office equipment employed in the process and
not necessary the fault of secretarial staff.
Every organisation needs a
competent and effective secretary. It is essential to note that the competency
cumulates the efficiency of any secretary, which depends on the type of office
equipment at her disposal.
No matter the level of
qualification and experience of a secretary, if her office is not automated i.e
equipped with standard modern office equipment, her degree of efficiency and
productivity will be far below that of
her counterparts in automated office in term of quantity and quality.
Amongst term used to
describe an automated office include “The office of the future,” “Integrated
office system,” “Office information communication system.”
This technology development
is referred to as the “Third wave” and therefore started to undertake massive
technological change the result of which is obvious in the successful ones that
are now really prospering in their business. Tom 1984
Offices, Today, are fast
changing technological and as a result working in an office is now far more
existing and stimulating than it has ever been. With the introduction of modern
technology, business no longer suffer setbacks in terms of increased
productivity, speed and accuracy Automated office or office automation.
therefore, can be said to have been facilitating the work of the secretary
rather than causing unemployment’s thought same people No wonder an extract
from the Cambridge training Associates (1982) “what also can a secretary do?”
state that the work of the office stay, the same but the way it is been carried
out is changing fast. Electronic aids are not so much causing unemployment in
offices, often, they expand the range of skills and duties which offices
workers have, Although, some features of secretarial works are still the same things
like routine typing all day. Doing the same letter over and over again.,
sorting mailing list by hand are being
taken over by machine skills on the word processor and problem solving when it
misbehaves, for example, it may not have happened to you yet, but it is coming
and on the whole, it makes the job a lot more interesting and gives full
recognition to secretarial skills.
Fulon,eatl (1978) also
agree with the above assertion when they
say another changes that has occurred in the secretarial field is due to
technology today. They went further to say that much routine work that was done
by secretaries in the past is now done by the cassettes typewriters (word
processing equipment which is manufactured by IBM, Xerox and Savim) can play
back recorded materials at over 500 words a minute computers which can receive
information perform mathematical computations and print out report at high
speeds have been developed Data transmission device can send and receive
information to and form a location which is thousand of miles away, electronic
calculation perform a variety of mathematical operation with speed and
accuracy. Due to these sophisticated machines and the continued research and
development in the electronic field, the secretarial job has, and will continue
to be upgrade.
advancement in the world of communication needs to be mentioned. We now have
fax machine (fasimile) which has virtually replaced telex also Electronic mail.
(E-mail) via internet, which is more suitable for sending large written
document with minimal cost. There is now secretarial set telephone system which
allows the secretary to talk with the boss while the outside caller is on hold.
This enables the secretary
to sieve caller, to allow the boss to concentrate on her tight schedule. Modern
technological invention has developed such as telephone that has facility for
holding conference in which case people can discuss without necessarily gathers
in one place.
The major benefits of an
automated office to both the secretary and the organisation include increased
productivity, greater efficiency and reduce operational cost. In this regard,
the impact of automated office on secretarial service is very much appreciated.
Although, the tremendous importance
and advantages of automated office cannot be over-emphasised, nevertheless, it
cannot be taken totally as a replace of human being in the office because human
beings have to set the machine in motion to perform certain functions. Deyer
(1980) “One machine can do the work of fifty ordinary men, but no machine can
do the work of one extra-ordinary man” It is therefore the intention of this
research to find out “the survey of the implement of an automated office” on
secretarial service in organisations
1.2 Statement of the Problem
A secretary has an image maker of any organisation needs to be acquainted
with modern office equipment in other to perform effectively.
This study design to analyse the survey of implement
of the automate office.
To do this, attempt will be
made as identifying the implementation of automation and the effect on the
1.3 Purpose of the Study
This study aims at finding
true effect which office automated has on secretarial services, using an
organisation that is automated in place as a case study.
1.4 Significance of the Study
This research work will provide
useful hints for organisation who may wish to procure necessary equipment for
their automated or office automation purposes. In addition, it is also believed
that this research work will serve as an important reference point for
employers, manager, administrators, practicing secretarial student and other in
appreciating the unique role of secretary and the survey of the implement of an
1.5 Research Questions
The following questions
have been structured and needs to be answered to enable the researcher elicit
useful information concerning the study.
What modern technological
equipment is in use in your office?
What are the positive impacts
of automation on secretarial service?
What are the negative
impacts of automation on secretarial service?
What are the implications
of automated office?
1.6 Limitation of the Study
Time constraint is
considered as the major obstacle to this research Also, shortage of fund to
make photocopies reduced the number of questions sent out to sixty
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