The study examined the effects of
information technology on the performance of secretaries in the front office.
Survey research design was adopted in the study in order to assess the opinions
of the selected respondents with the use of 13 item questionnaire. Three
research questions and hypothesis were raised to guide the study. Data obtained
were analyzed using simple sample techniques, frequency and percentages while
hypotheses were tested using Chi Square. The findings of the study showed that
ICT application has impacted positively on the secretarial profession. It was
also noted that the adoption of ICT has reduced the employment rate of
secretaries and those employed stand the chance of retrenchment. Finally, it
was also noted that most secretaries do not encounter problem using ICT but the
maintenance and procurement is a problem.
Based on the finding, the following
recommendations were made that 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 duty, the
secretaries should endeavour to update their knowledge as at when due so as to
be well abreast of the modern office equipment, Efforts at training students/
pupils on ICT as a course should be intensified in the school curriculum and
proper awareness and enlightment programme should be provided.
TABLE OF CONTENTS
of contents vi
Background to the Study 1
Statement of the Problems 4 1.3 Purpose of the
Study 5 1.4 Research Question 5 1.5 Research
Hypothesis 5 1.6 Significant of
the Study 6 1.7
Scope of the Study 6 1.8 Limitation 7
Definition of Terms 7
TWO: LITERATURE REVIEW
Historical of Secretarial Profession 8
Who is a Secretarial 9
Between a Secretary and Typist 11
Category/ Types of Secretary 12
Qualities/Attributes of Good Secretary 15
Duties of a Secretary 16
Information Technology 17
Types of Information Technology 18
Advantage of Information Technology 18
Disadvantages of Information Technology 19
Effect of Information Technology on Secretary 20
Performance in An Organization
Application of Information
to Secretarial profession
Importance of Information Technology to Secretaries 28
CHAPTER THREE: METHODOLOGY
3.1 Population of
the Study 29
3.2 Sample and
Sampling Techniques 29
for the Study 30
3.4 Validity of
the Instrument 30
3.5 Method of Data
CHAPTER FOUR: PRESENTATION, ANALYSIS OF DATA AND DISCUSSION
Presentation, Analysis of 31
Discussion of Findings
4.2 Testing of Hypothesis 41
Discussion of Data Collected 43
FIVE: SUMMARY, CONCLUSION RECOMMENDATION AND SUGGESTION FOR FURTHER STUDY
5.1 Summary 45
5.2 Conclusion 46
5.3 Recommendation 46
for Further Study 47
1.1 Background of the Study
Information technology (ICT) is
generally regarded as the fourth industrial revolution in the world (Asakpa,
2003). Indeed ICT has become the gateway to the modern information skills and
orientation (ISO) which distinguish the world order. ICT in secretarial field
can be understood as the application of digital gadget to all aspects of
secretarial duties. Within the context of secretarial profession, ICT is
described as the combination of technology for collecting, storing, processing,
file management, diary keeping, communicating and delivering of information
relating to secretarial processes (Oladimeji 2003). The spread and efficiency
of ICT is critical to the achievement of secretarial goal (Obanya 2002). ICT
involves the application of all aspect of the use of computer, micro electronic
devices, satellite and communication technology.
The national policy on ICT (2001),
describe ICT as any equipment that is used in the acquisition, storage,
manipulation management, control, display, switching and transmission of
information. In other dimension, ICT is conceptualized as communication in
whatever forms used, assessed, relayed and transmitted to communicate, send and
receive information. Application and utilization of these devices converts information, text,
messages, sound and motion to digital form. In an office situation, ICT
influences the secretarial behavior of the secretaries through training
and retraining. It is an integral
component of secretarial duties. Since the role of a secretary involves
managerial and clerical function.
The potential of ICT as an effective
tool to promote efficiency and meet present day secretarial challenges in the organization
is not in doubt. The federal government of Nigeria approved a national ICT
policy in March 2001 and implementation started in April of that same year.
With the establishment of the National Information Technology Development
Agency (NITDA), charged with the implementation of the policy, the federal
government recognized that private service providers have enormous capacity for
ICT services. Accordingly government setup the Nigeria National ICT for
development of ICT4D, strategic action plan committee to develop a new road map
for the nation.
ICT has positively affected the
secretarial profession in all ramification such that no nation can escape
this transforming movement driven forward by the engines of the internet and
the modern day invention like the computer, fax machines, GSM and so on. This
implies that secretaries for the survival of their profession now have to put their very destines in ICT. Recent
findings, have shown that the introduction and application of ICT into the
secretarial profession improved the
performance of the secretaries in every organization. Recent studies have shown
also that the application of ICT makes the secretary work less and accurately
(Ogunsiji and Aregbe 2010). Lasisi (2005) is also of the view that ICT has
upgraded the function of a secretary and
has removed the boredomness of using a typewriter. The cyber revolution has
started to redefine secretarial profession, creating new self Image, creativities
and innovation, and an ever expanding technological framework. However, the new
challenges of ICT and the excitement they are causing do not seems to permeate
the entire society.
In early modern time, numbers of
nobles have secretaries who functioned quite
similarly to those of the present day. They are men who had good command of
several languages including Latin, and were required to have what we could
consider today as a broad generalized education. Following the renaissance, men
continued to dominate clerical and secretarial
roles until late 1880’s when the new writing machine was invented that
welcomed the entering of women into the profession.
In 1942, the National Secretaries
Association (NSA) was formed (now know as the International Association of
Administrative professional).NSA first administered the certificate of
professional secretaries examination in 1951. The history of secretarial
profession in Nigeria can be traced back to the arrival of the missionaries and
the colonial masters.
Information technology have
restricted the role of the secretary through the elimination of monotonous
aspect of paper holding and filling. As a result, the secretary would likely
have more time for work that involve human behavioural aspect. There is no
doubt about the fact that ICT has contributed greatly to the secretarial
profession. The coverage of this research work is to examine the effect of
information technology on the performance of secretaries in the office.
1.2 Statement of the problem
Defficiency of the typewriter and the
duties of the secretary in the office has affected the organizational framework
directly and indirectly, which slows the efficiency of the front office. There
has been a lot of research efforts in other to recommend or find a lasting
solution to the challenges of the secretaries in the office but their are still
lapes. This study examines the effect of information technology on the
performance of secretaries in the office.
1.3 Purpose of the Study
examine the impact of information technology on secretaries in offices.
examine the problems of information technology to the secretarial profession.
identify how the application of ICT has promoted efficiency of the front
1.4 Research Questions
what extents has the use of ICT impacted
on the secretarial profession and individual secretary.
are the problems encountered by secretaries in their use of ICT.
the adoption of ICT in an organization lead to retrenchment of secretaries in
1.5 Research Hypothesis
encountered by secretaries will not significantly affect their use of ICT.
use of ICT has no significant impact on the secretarial profession and the
is no significant relationship between adoption of ICT and retrenchment of
1.6 Significant of the Study
is intended to study the effect of ICT on the secretaries and indentify factors
that do not allow for better performance of the secretaries.
study will also create awareness to the
individual secretary as it will enlighten them on the roles of ICT in
the desk office.
study will identify what lesson need to be learned on how ICT lessons can be applied in a consistent
way in order to help secretaries put up
good secretarial attribute in the performance of their duties.
study will also assess the effect of ICT in the office and on the secretaries
and profer solutions.
1.7 Scope of the Study
With regards to the project topic in
question, the research has been narrowed down to Straco Insurance Company, Zenith
Bank, University of Lagos, Yaba Local Government office and Shomolu Local
There are many difficulties encountered
by the researcher in gathering useful information for this study, It is limited
by time, material and financial constraints.
1.9 Definition of Terms
Some key concept in the research work
are hereby defined for better understanding of the reader.
It is used to lower the range of
information in various forms in particular to computer, digital electronic and
An administrative assistant who has
good mastering of office skills and ability to assume responsibilities without
direct supervision, displays, initiatives, exercise judgement, makes decision
with the scope of his/her ability.
It is an aspect of business course
that offer knowledge and training in clerical services.