DIFFICULTIES ENCOUNTERED BY SECRETARIES IN HANDLING MODERN OFFICE EQUIPMENTS

ABSTRACT

       This research is aimed at evaluating the difficulties encountered by secretaries in handling Modern office equipments.

       It focused on the difficulties in modern office equipments operation, the extent to which the secretary can overcome the problems. Also it looks at the training, skills and knowledge required by secretaries in operating, maintaining, controlling, handling modern office equipment, and also the problem of power supply in operating these equipments.

       Based on the result of the analysis, the secretaries find it difficult to operate the modern office equipments due to lack of training, skill acquisition and epileptic power supply. Lack of maintenance technology is also a problem faced by the secretary.

       Finally, it looks at the solutions and recommendations to these problems faced by the secretaries.

TABLE OF CONTENTS

Title page

Approval page

Dedication

Acknowledgment

Abstract

Table of contents

CHAPTER ONE: INTRODUCTION

1.1    Background of the study——————– 1

1.2   Statement of the Problem——————–        5

1.3   Purpose of the study————————–        8

1.4   Research Question—————————-        9

1.5   Significance of the Study———————        9

1.6   Scope of the study—————————-        10

CHAPTER TWO: REVIEW OF RELATED LITERATURE

2.1   The various kinds of office Equipment——–       12

2.2   The need for functionality of the Equipment–      13

2.3   To ascertain if the equipment are Adequate–       17

2.4   The skills required by secretaries in

operating the Equipments——————- 18

2.5   Problems encountered by secretaries

in handling The Equipments—————– 19

2.6   Summary of literature reviewed————- 20

CHAPTER THREE: RESEARCH METHODOLOGY

• Design of the study—————————        22

3.2   Area of the study——————————        23

3.3   Population of the study————————       23

3.4   Sample and sampling Techniques————       23

3.5   Description of Instrument———————       24

3.6   Method of data collection———————-       25

3.7   Method of data Analysis———————–       25

CHAPTER FOUR: PRESENTATION AND ANALYSIS OF DATA 

• Research Question 1—————————       26

4.2   Research Question 2—————————       28

4.3   Research Question 3————————–        29

4.4   Research Question 4————————–        32

4.5   Research Question 5————————–        33

4.6   Discussions of Findings———————–        34

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATION REFERENCE

5.1   Summary of Finds—————————–       37

5.2   Conclusion————————————-       38

5.3   Recommendations—————————–       39

5.4   Area of further Research———————-        41

Appendix 1

        References———————————— 42

        Appendix   2

        Transmitted Letter—————————-        44

        Appendix   3

        Questionnaire———————————        45

CHAPTER ONE

1.0   INTRODUCTION

1.1   Background of the Study

        Hicks (1964) described office as a central place where all vital information to economic growth of any organization are processed.  From the above definition, it is understood that office is the place where actions on all the organizational decisions are implemented.  The office is also seen as a place where work in relation with the preparation and furnishing of information is done.  It is also defined as a place where all clerical and administration functions are carried out in order to co-ordinate and control the affairs of the whole establishment.  Azuka (1991) defined it as a place where management functions such as planning, staffing, controlling and motivating activities are carried out for the achievement of the statutory objective of the organization.  It may be open or close type depending on the pattern and type chosen by the management of the organization. On the other hand, office machines and equipments are those tools used by the management to accomplish those managerial functions vested in an office for effective and efficient performance of the organization.

        Denger (1998) stated that the mechanization of office which dates back to twentieth century had since become increasingly the importance of any office activities .He maintained that office machines extended from ordinary office stapling machines to computers.  The office equipments range from office pins to electronic computers.  The office tools are used to carry out office function.  The above definitions have made it extremely difficult to generalize office machines and equipment.  Office machines and equipments generally are labour saving devices used in the office to enhance the efficiency of methods of producing management information.  Ahukannah (2002).

        From the above definition, it is understood that office machines and mechanization is the process of introducing machines and equipments in order to facilitate the functions of an organization with the sole aim of increasing productivity and discouragement of frauds.  It is also aimed at knowing or identifying the importance of the modern office machines and equipments in the performance of the day-to-day activities of an organization.

        Ohakwe (2002).  Advised that attempt should be made to look at the office. Furthermore, the secretary’s works in a dynamic environment packed full with conflicting situations and instructions so much that no two days are exactly the same.  The conflicting decisions and instructions crops up all the time demanding or needing prompt attention and decision.   Secretary is a vital person in the administrative machinery that working with an out-modeled and un-serviced machines can make the job unattractive and the secretary unproductive and inefficient.