CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

The fast growing and developing world of technology has introduced a lot of

change to the role and functions of secretarial practice. The type of machines

and gadgets that were used to produce duplicate and store information has

undergone a great transformation to grow with the fast growing world of

technology. The success of any organization relies much on the office secretary

whose role though supportive is critical to the achievement of organizational

goals and objectives.

In today’s organization one of the things that make organizations unique is the

use of modern technological gadgets both internal and external forces such as

market competition, consumer behavior and technology and quality management

are the drivers of organizational change. In today’s business world, every office

requires facts and accurate information for quick decision making (Apkomi and

Ordu 2012). The role of office secretary is crucial to the life and progress of

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any contemporary organization hence the need for some technological and

human backing from the workplace. The introduction of modern machines such

as printer, fax, pen drive, cell phones, photocopier, telex, internet and

programmes has lessened the onerous tasks for the modern office secretaries.

The effective performance of the professional office secretary depends upon

the office equipment, knowledge and skills. The skill level and functioning of the

traditional office secretary involve greater physical and mental ability. It

ranges from production, reproduction storage and retrieval among others. These

requisite knowledge and skills make the position of the office secretaries

rather challenging, hence the reason for graduate of other discipline and

profession embracing office secretaries as their career.

However, these new developments brought by technological challenges require

even more knowledge and skills beyond being office secretaries. In order to

face the challenges and problems brought to about by the introduction of

modern office equipment for the office secretaries is paramount. With this

achievement of technology, the use of the computer and software programmes

facilitates the work of the professional office secretaries. Information

Technology has affected many professions in recent times. The role of office

secretaries Professionals have been turned around by technology, it has

provided the tools that shift the role of office secretaries from that of the

information recorders to business strategies (Adedoyin 2010: Appah and Emeh

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2011 and Jaiyeola 2012). These are wide range of office machines and

equipment which now enable Office secretaries to improve their job

performance; such new machines take the form of electronic typewriters that

have replaced the manual ones. Word processors with, multi-purpose facilities,

computers and other sophisticated office machines and equipment are now

provided by employers. Some of the physical equipment used by office

secretaries includes computers communication equipment and electronic pocket

organizers (Lucas 2008). New technological equipment that has altered the

producers and technique for office functions include the computers, electronic

mail/commerce, voice mail and the internet.

Automation is an innovation and a consequence of the industrial revolution. It is

a collection of methods for controlling machinery and production process by

mechanical method, usually with electronic equipment. It is also seen as the

process of replacing human work with work done by machines or system

designed to perform a specific combination of action. (Ezoem, 2004 Osuala

2010) viewed an office secretaries as a professionally trained and qualified

information technologist and psychologist with mastery of office and

administrative management process of institutions for instantaneous

comprehension of ideas and issues in human and organizational behaviors. It

means that a qualified office secretaries should have a wide knowledge of

business acumen, versatile knowledge in accounting personnel, office practice

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and communication and inside knowledge of the operation of all departments

within the organization where he works, unlike a half-baked office secretaries

who passes only knowledge of shorthand, typewriting and basic office

practices(Edwin, 2008) advent of the word processor has helped to make the

managerial career path cleaner, for an office secretaries to be employable in

automated office equipment training.

An automated office undoubtedly offers new roles and responsibilities for the

office secretaries such new roles presuppose that additional training and

qualifications are acquired from the Office secretaries. Therefore, this study

investigates the perception of office secretaries towards modern office

equipment for successful productivity (Dulek & Fielden, 2011).

1.2 Statement of the Problem

In modern times, it is not uncommon to find some organizations still subjecting

Office secretaries to the use manual typewriter, traditional ways of records

management (paper filing) etc. when Office secretaries are not provided with

efficient and effective contemporary working tools, job performance is

definitely bound to be low. Though, modern technology is regarded as important

and of high value in ensuring quality work output in an office and improved job

performance. It introduction is equally believed to have caused job

displacement. This is the fear that many employees suffer from when new

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equipment is being purchased for use by their organization. The equipment is

cost effective, some organization do not really apply the use of some of the

modern equipment and this lead to poor performance, this is because they seem

not to attach great importance to these equipment and most Office secretaries

are ignorant of their uses.

Many Office secretaries do not possess information and communication

technology skills required in various offices and have continued to negatively

affect their general performances. Cameron (2010) maintains that any office

staff of today that is lacking in Information Communication Technology would

be boring, repetitive and would produce very little.

1.3 Aim and Objectives of the study

The general aim of this study is to examine the advancement of Modern Office

Equipment and its Impact on Secretarial Practice. The specific objectives are

 To find out if lack of knowledge and skills to operate the modern

office equipment has effect on the performance of secretaries

 To examine how lack of adequate modern office equipments affect the

work performance of secretaries

 To explore the impact of the modern office equipment on the

secretaries productivity

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  To determine the extent of acceptability of office automation by

office secretaries

1.4 Research Questions

The following research questions guide this study:

1. How does lack of knowledge and skills to operate the modern office

equipment affect the performance of the secretaries?

2. How does lack of adequate modern office equipment affect the work

performance of secretaries in the organization?

3. What are the impact of modern office equipment on the secretary’s

productivity?

4. To what extend does the modern office equipment is accepted by the

office secretaries?

1.5 Significance of the Study

The knowledge exerted from the study will be beneficial to office secretaries

in the discharge of their duties and will definitely encourage new innovations in

office automation and information technology on the part of the implementers.

In the context of this study, an understanding of office automation is of great

significance to office secretaries. It also stimulates office secretaries on the

importance office automation in the 21st century thereby providing substantial

information on the need to learn how to effectively use office equipment.

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The study also stimulate economic, political, social and academic research into

various aspects of the office automation and how it affect job performance,

good public image, employees satisfaction, customer satisfaction and goodwill.

This type of study is therefore very necessary to enlighten organization so that

they can know how to render effective service that will satisfy their customers

through the effective manipulation of office automation equipment.

1.6 Scope and Limitation of the Study

The study examines the Advancement of Modern Office Equipment and its

Impact on Secretarial Practice. The study covers the Yobe State University

with focus on office secretaries drawn from the organization. The study is

limited to the objectives stated earlier due to time and financial constraint.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

This chapter presents the literature that is relevant to the theme of this

study: Advancement in Office Equipment and Its Impact on Secretarial Practice

in Yobe State University. In this section, the study involved the review of

related concepts; theories and empirical studies which have been carried out by

research authorities. The review work is specifically meant to inform, educate

and direct the study on office equipment and its relevance on secretarial

practice.

2.1.1 Concept of an Office

The term office has been defined differently by different authors. In the

simple meaning of the term, office denotes a place where business is carried on.

According to Denyer, (2002) office means a place where clerical operations are

carried on. This definition of office states that office is primarily concerned

with clerical operations and so office work is primarily a paper work. The

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modern writers on the subject are not in the view of office being a place but it

is a function.

Benjam (2006) Defined office as a room or part of a building in

which people work, especially sitting at tables with computers, phones, etc.,

usually as a part of a business or other organization.

According to Moran and Joe  (2007) An office is generally a room or other area

where an organization's employees perform administrative work in order to

support and realize objects and goals of the organization. The word "office"

may also denote a position within an organization with specific duties attached

to it (see officer, office-holder, official); the latter is in fact an earlier usage,

office as place originally referring to the location of one's duty. When used as

an adjective, the term "office" may refer to business-related tasks.

Thus, it is a mistake to regard an office as a specific place and we are to

conclude that office exists anywhere at which the work is performed. As a

function office can plan, organise, co-ordinate, standardize and supervise paper

work, wherever it is done and whosoever does it.

Office is an important pace of the organization where different functions are

performed to achieve the objectives of the organization. It is the integral part

of any business. If business starts to be rigid and complex, office helps by

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simplifying the activities and promotes the expansion of business. It is set up to

handle the information and daily transactions in s systematic way. The definition

of office can be interpreted in two ways. They are traditional and modern

viewpoint. In traditional view, office is defined as the place where clerical

functions like receiving, recording, processing and supplying information are

performed. In modern view it is defined as the part of organization which

involves in performing all management as well as administrative functions such as

planning, policy making, organizational activities, coordination and communicating

in order to achieve the objectives of the organization.

2.1.2 Types of Office

Hamilton, (2011) described the following as types of office. There are various

types of offices for businesses. When you took the leap to become a

businessman, one of the first things you need to decide is which type of office

is suitable for your business and delivers value- for- money. Setting- up an

office is a crucial investment for your business. Here, I will give you a detailed

description of the different types of offices for startups.

Centralize Office

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A centralized office, or headquarters, is a place where company leaders work

and make key strategic decisions in operating the company. While many

companies have a centralized headquarters, centralization of key authorities is

more strategic. It means most critical decisions are made at the top level, as

opposed to in front line business units.

Advantage of Centralize Office

Consistent Decisions

With a central office, you have a concentrated number of people involved in

making decisions. This approach contrasts with decentralization, where many

people make decisions in similar situations. With one person in charge of

merchandising, for instance, you get more consistent and predictable results.

With a central marketing team, each of your business locations benefits from a

consistent message. Consistency helps employees and customers know what to

expect from the organization.

Efficiency and Cost-Effectiveness

Decisions in central offices typically get made more quickly than in a structure

where you have to get input from front line workers. Unilateral decisions made

by executives in each area are quick to implement as well. It often takes just a

memo or top-down communication through established channels to spread the

word about a decision or procedure. The limited time frame in centralized

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decision-making also contributes to cost-effectiveness because other employees

can focus on more routine tasks.

Specialized Roles

Employees who work out of a central office typically play a specialized role in

company operations. A buyer has buying expertise. A merchandise manager is an

expert in that area. Human resources professionals oversee employment and

motivation systems. With experts making critical decisions, you likely get the

best results, legal and ethical safety, and optimized strategy and execution.

While central leaders may take input from others, they ultimately are in the

best position to make judgments.

Reduction of Force

In some cases, centralized structures allow a company to have one employee

fulfill a role rather than multiple employees spread throughout the chain. A

central HR department may minimize the need for as many layers of front line

and middle management because those roles don't conduct as many HR

activities. Centralized companies can often operate with less mid-level

management because top managers communicate directly with regional

managers, who then convey messages to front line units.

Decentralize Office

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Decentralization office is a type of organizational structure in which daily

operations and decision-making responsibilities are delegated by top

management to middle and lower-level managers. This frees up top management

to focus more on major decisions. For a small business, growth may create the

need to decentralize to continue efficient operations. Decentralization offers

several advantages, though relinquishing control may be difficult for a business

owner accustomed to making all the decisions.

Advantage of Decentralize Office

Greater Autonomy Empowers Employees

Employees can be empowered by having more autonomy to make their own

decisions, giving them a sense of importance and making them feel as if they

have more input in the direction of the organization. It also allows them to make

better use of the knowledge and experience they have gained and implement

some of their own ideas. Empowered employees can cut the "red tape" of an

organization by taking the initiative to get the job done with a minimum of

managerial approvals.

Relieving the Burden

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Decentralizing takes some of the burden of daily business operations off the

business owner. When the owner allows others to perform such tasks as hiring

new employees or ordering supplies, this frees her up to spend more time on

big-picture items, such as planning for expansion or meeting with important

clients. Though it can be hard for some owners to allow this type of flexibility,

the rewards can be substantial for both employees and business owners.

Preparing for Emergencies

A situation may arise where the business owner must be away from the business

for an extended period time because of illness or another type of emergency. A

decentralized structure provides a better chance that the organization will

maintain self-sufficiency because managers and employees are accustomed to

working autonomously. Give the process a test run by leaving the business for a

week or two – a vacation, perhaps – and evaluating the results when you return.

More Efficient Decision-Making

A decentralized organization is able to make decisions more quickly than one

with a centralized structure. A manager often can make a decision without

having to wait for it to go up a chain of command, allowing the organization to

react quickly to situations where fast action can mean the difference between

gaining and losing a customer.

Ease of Expansion

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For a growing business, decentralization can facilitate the process of expansion.

For example, if expansion results in opening a new business unit in a different

geographic area, decentralization allows the new unit to operate as an

independent entity, meaning it can react more easily to the specific needs of

the area, such as deciding to sell products that appeal to the local market.

2.2 Office Equipment

Adams, (2002) said the definition of office equipment is pretty

straightforward: it is an umbrella term for the machinery, supplies and other

paraphernalia that can be found in an office. This includes everything, from

various electronics to mops and thumbtacks. Through the ages, the appearance

and the contents of a regular office have changed greatly. What was once

regarded as state-of-the-art equipment has become obsolete in the modern day

world. However, we are not here to talk about the past. We want to talk about

different types of office equipment and their uses in the contemporary office.

2.2.1 Modern Office Equipment

The modern history of office equipment or office automation began with the

use of typewriter and the copy machine, which mechanize previously manual task

(Idowu, 2005). Modern office equipment is synonymously used as office

automation in this study. Today, however, office automation is increasingly

understood as a term that refers not just to the mechanization of tasks but to

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the conversion of information to electronic form as well as the advent of the

personal computer revolutionized office automation, and today popular operating

systems and user interfaces dominate office computer systems. This revolution

has been so complete, and has infiltrated so many areas of business that almost

all businesses use at least one commercial computer business application in the

course of daily activity. Even the smallest companies commonly utilize computer

technology to maintain financial records, inventory information, payroll records,

and other pertinent business information.

2.2.3 Types of Modern Office Equipment

 Numbering, Dating and Time Recording Machines

An automatic numbering machine is popular for stamping serial numbers of

letters received. The serial numbers automatically change in this machine.

Dating machine is used for stamping date on mail. Four rubber rings with the

impression of date, month and year rotate on wheels. Self-inking stamp pad is

used for inking the impression. Time recording machine is used for recording

the accurate time of arrival of letters. Assistants enter the opened letter into

the machine and it prints the correct time on it accurately.

 Addressing Machine

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This machine is used to print addresses on envelopes, wrappers, parcels etc. to

be sent frequently to a large number of regular customers. In Addressograph

machine inked ribbon is used to print the addresses from plates. List of

addresses once prepared can be repeatedly used any number of times. The

address plates are stacked on a hopper fitted to the machine. The required

plates are automatically selected and fed into the machine. These machines may

be operated manually or electrically.

 Franking Machine

This machine is used to make impressions of the required denomination of

postage stamps on the outbound letters and envelopes. It is very popular in

large offices where thousands of letters have to be stamped every day. The

Franking Machine can be hired under a license from the Post-Office. The letter

to be stamped is inserted in the machine and a handle is operated. The machine

marks the letter with the required denomination of the postage stamp. It stops

when the total value of the postage is used up. It can be again re-set by the

Post Office on further payment.

 Tele-Printer

Tele-printers are machines which have typewriter-like keyboard and are

connected to a control exchange through dialing. This service is also known as

TELEX which provides a means of printed communication. Tele-printers are

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installed by the Telecommunication Department on request on rental basis. It

consists of two machines to be places at two ends for transmission and

reception of messages. They operate on electromagnetic principles. Any

message typed on one machine is simultaneously typed at the receiving end by an

automatic process. Each Telex subscriber is given a number. This device works

at a very high speed.

 Fax

The FAX service enables instant transmission of the facsimile of an entire

document. It can send handwritten and printed matter as well as pictures;

charts and diagrams to different locations within or outside the country.

The advantage of this service over TELEX is that it sends messages without the

need for typing. This service is permitted on existing telephone lines on a dial-

up basis. The FAX machine is to be procured and owned by the user and should

be attached to the telephone lines.

The Basics of Modern Office Equipment

According to Edet, (2008), there are three basic activities of an office

automation system: Storage Information, Data Exchange and Data Management.

Within each broad application area, hardware and software combine to fulfill

basic functions. The above stated basics of office automation according to

Edet, (2008), are elaborately discussed below:

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  Information Storage

The first area within office automation is information storage which is usually

considered to include office records and other primary office forms and

documents. Data applications involve the capture and editing of files, images or

spreadsheets. Word processing and desktop presentation packages

accommodate raw textual and graphical data while spreadsheet applications

provide users with the capacity to engage in the easy manipulation and output of

numbers. Image applications allow the capture and editing of visual images.

The handling software and systems cover the whole field of word processing

and desktop publishing, Word processing, the most basic and common office

automation activity, is the inputting (usually via keyboard) and manipulation of

text on a computer. Today’s commercial word processing applications provide

users with a sophisticated set of commands to format, edit and print text

documents. One of the more popular features of word processing packages is its

preformatted document templates. Templates automatically set up such things

as font size, paragraph styles, headers and footers, and page numbers so that

the user does not have to reset document characteristics every time he or she

creates a new record. Desktop publishing as another dimension to text

manipulation, by combing the features of a word processor with advanced page

design and layout features, desktop publishing packages have emerged as

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valuable tools in the creation of newsletters, brochures and other documents

that combine text and photographs, charts, drawings and other graphic images.

Images handling software and systems are another facet of office automation;

examples of visual information include pictures of documents, photographs and

graphics such as tables and charts. These images are converted into digital files

which cannot be edited the same way that text files can. In a word processor or

desktop publishing application, each word or character is treated individually. In

an imaging system, the entire picture or document is treated as one whole

object. One of the most popular uses of computerized images is in corporate

presentations or speeches. Presentation software packages simplify the

creation of multimedia presentation that use computer video, images, sound and

text in an integrated information package.

Spread sheet programs allow the manipulation of numeric data. Early popular

spreadsheet programs such as VisiCalc and Lotus 123 greatly simplified common

business financial recordkeeping. Particularly useful among the many

spreadsheet options is the ability to use variables in pro-forma statements. The

pro0forma option allows the user to change a variable and have a complex

formula automatically recalculated based on the new numbers. Many businesses

use spreadsheet for financial management, financial projection and accounting.

 Data Exchange

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Data storage and manipulation is one component of an office automation system,

the exchange of that information is another equally important component.

Electronic transfer is a general application area that highlights the exchange of

information among multiple users. Electronic mail, voice mail and facsimile are

examples of electronic transfer applications. Systems that allow instantaneous

of “real time” transfer of information (i.e., online conversations via computer or

audio exchange with video capture) are considered electronic sharing systems.

Electronic sharing software illustrates the collaborative nature of many office

automation systems.

Office automation systems that include the ability to electronically share

information between more than one users simultaneously are sometimes

referred to as groupware systems. One type of groupware is an electronic

meeting system. Electronic meeting systems allow geographically dispersed

participants to exchange information in real time. Participants in such

electronic meetings may be within the same office or building or thousands of

miles apart. Long distance electronic sharing systems usually use a telephone

line to transfer data; while sharing in the same often involves just a local area

network of computer (no outside phone line is needed). The functional

effectiveness of such electronic sharing systems has been one factor in the

growth of telecommunication as an option for workers. Telecommuters work at

home, maintaining their tie to the office via computer.

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Electronic transfer software and systems allow for electronic transformation

of office information. Electronic mail uses computer-based storage and a

common set of network communication protocols to forward electronic messages

from one user to another. Most of these systems allow users to relay electronic

mail to more than one recipient, although they refer to this in an old-fashioned

way as carbon copying or “ccing”. Electronic mail, e-mail systems, provides

security features, automatic messaging. Voice mail offers essentially the same

applications but for telephones not computers.

2.3.1 Modern Office Equipment Consideration: People, Tools and the

Workplace

Businesses engaged in launching or upgrading modern office equipment must

consider a wide variety of factors that can influence the effectiveness of those

systems (Bauroth, 2000). According to Bauroth, (2000), these factors include

budgetary and physical space considerations and changes in communication

infrastructure among others, but two factors that must be considered are

employee training and proliferating office automation choices according to

Zarowin, (2000).

 Training: People involved with office automation basically include all users of

the automation and all providers of the automation systems and tools. A wide

range of people including software and hardware engineers, management

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 information scientists, executives, mid-level workers and secretaries are a

few of the people that use office automation on a daily basis. As a result,

training of personal on these office automation systems has become an

essential part of many companies’ planning. After all, the office automation

systems is only as good s the people who make it and use it, and smart

business owners and managers recognize that workplace resistance to these

systems van dramatically lessen their benefits. “it’s true that as technology

matures the needs for special training will decline because tomorrow’s

software and hardware will be much more intuitive and loaded with built-in

teaching drills-that time is not yet” by Zarowin, (2000).

 Choice: a dizzying array of office automation alternatives is available to

businesses of all shapes, sizes and subject areas. Such systems typically

involve a sizeable investment of funds so it is wise for managers and business

owners to undertake a careful course of study before making a purchase.

Primary factors that should be considered included: cost of the system,

length of time involved in introducing the system, physical condition of the

facility into which the system will be introduced, level of technical support,

compatibility with other systems, complexity of system (a key factor in

determining allocations of time and money for training) and compatibility of

the system with the business area in which the company is involved.

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As the high-tech economy, information age economy or new economy continues

to evolve business experts warn small business not to fall behind. Some small

businesses remain resistant to change and thus fall behind in utilizing office

automation technology despite the plethora of evidence that it constitutes the

wave of the future. The entrepreneurs and managers who lead these

enterprises typically defend their inaction by nothing that they remain able to

accomplish their basic business requirements without such investments or by

claiming that new innovations in technology and automation are too expensive or

challenging to master. But according to Zarowin (2000), “those rationalizations

don’t acknowledge what many recent converts to technology are discovering: the

longer one delays, the larger the gap and the harder it is to catch up. Though,

many businesses still can function adequately with paper and pencil, their

customers and competitions are not sitting on their hands”

2.4 Secretary

The word ‘secretary’ has been originated from the Latin word ‘ Secretarious’

which means ‘a person entrusted with a secret’ or ‘keeper of secrets. The

dictionary meaning of the word Secretary is ‘one employed to write or transact

business.’ Therefore, by the term ‘secretary’, we mean an officer who is

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generally entrusted with the responsibilities of writing and exchanging letters,

maintain documents and performing confidential activities on behalf of someone

or any organization.

Robert, et al. (2011) defined secretary as administrative professional,

or personal assistant is a person whose work consists of supporting management,

including executives, using a variety of project management, communication,

or organizational skills. However this role should not be confused with the role

of an executive secretary, who differs from a personal assistant. 

Adams, (2002) defined  secretary as a person who is employed to

do office work, such as typing letters, answering phone calls,

and arranging meetings.

Today the scope of the functions of secretaries has been broadened to a large

extent. Now, their functions are not confined only in performing some

confidential functions. They are now employed for performing numerous

important duties and functions, like organizing and conducting meeting, writing

correspondences, keeping records and accounts, acting as the mouth-piece of

the employer and even acting as the executive head of any division of work at

state level. Therefore, depending on the extent of responsibilities performed

by the secretaries; they can be classified in many categories, such as private

25
secretary, company secretaries; company secretary, secretary of the ministry,

etc.

2.4.1 Types of Secretary

Depending on the extent of the responsibilities performed by the secretaries;

they can be classified in many categories. The major categories of secretary

are as follows:

Private Secretary

A private secretary is a person who is employed for performing some personal

works of his employer. Generally, the high officials of any organization or the

important persons of the society, like businessmen, doctors, actors and

actresses, political leaders, lawyers etc. employ private secretary for getting

help in performing their routine functions. Of a private secretary are

conducting correspondences, preserving and filling the important documents,

making and recording appointments, attending the guests and visitors, handling

telephone calls etc.

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Secretary of an Association

Sometimes it is seen that many associations, like cultural and sporting clubs,

trade associations or some human organizations appoint secretaries to

administer their day to day activities. This type of secretary acts either as the

chief executive officer of as the representative or as the chief adviser of the

association. The main jobs of such secretaries are to direct and supervise the

functions of subordinates, conducting correspondence with the outsiders,

maintaining the important documents and books of accounts, arranging and

conducting various meetings, etc. however, they perform their activities under

the supervision of the managing committee of the concerned body or

association.

Secretary of Embassy

Every embassy or high commission or foreign mission appoints a secretary for

performing some of its important functions. The secretary of the embassy or

high commission is positioned net to the ambassador or high commissioner. In

absence of the ambassador or high commissioner, he runs the embassy or

commission office.

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Secretary of a Cooperative Society

The managing committee of every cooperative society generally appoints a

secretary to administer the society on their behalf. Any member of the society

or any other outsider person can be appointed as the full-time secretary of the

society on a fixed salary. The secretaries of cooperative societies also

discharge their duties under the direct supervision of the managing committee.

Secretary of Local Body

When a person is appointed as the executive head of any municipal corporation

or district board or of any local body, he is designated as the secretary of that

body. Secretary of any local body is appointed as per the rules of that body and

the law also specifies the functions, duties, and responsibilities of the

secretary.

Secretary of Government Department

Generally, government activities are performed under various ministries and

departments. Every ministry or department is controlled by a minister with the

help of a secretary. The secretary is the executive head of the ministry, while

the minister is the head of the ministry.

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Company Secretary

Company secretary is a high-level officer of the company having requisite

qualifications. He is appointed as per the rules prescribed in the companies act.

Company secretary is mainly responsible for looking after the secretarial works.

He generally maintains liaison with the board of directors, employees,

shareholders and other outside parties. Now a day, company secretary is one of

the most important persons who perform some specified duties in the company

form of business. The functions that are performed by company

secretaries are maintenance of books and registers as required by the

company’s act, issue of share certificates, certification of meetings, arranging

and attending meetings, drafting the minutes, sending returns to the register,

etc.

2.4.2 Duties of A Secretary

Although, the job responsibilities of Secretary vary from organization to

organization, some basic roles and responsibilities which are common are

explained below:

Minutes

The Secretary is responsible for ensuring that accurate minutes of meetings

are taken and approved. Requirements of minutes may vary as per the needs of

29
the organization but should include at a minimum: Date, time, location of

meeting;

 List of those present and absent;

 List of items discussed;

 List of reports presented;

 List of motions presented and description of their disposition

Minutes should have enough information to help absent members to understand

what issues were discussed and what decisions were made. The Secretary signs

a copy of the final, approved minutes and ensures that this copy is maintained in

the organization’s records.

Implementation of decisions

Even though it is for the management/staff team primarily to implement the

decisions of the Board, it is the role of the Secretary to communicate such

decisions, ensure implementation and report back to the Board in the next

meeting on actions taken on them and updates. This is the role of the Secretary

in between Board meetings.

Custodian of Records

30
As the custodian of the organization’s records, the Secretary is responsible for

maintaining accurate documentation and ensuring that the records are made

available when required by authorized persons. These records may include

governing documents, details of board members, board meeting minutes,

financial reports, and other official records.

Communication

The Secretary ensures that proper information about the schedule of next

meeting and upcoming events is shared with the Board and on time. In most of

the case, the Secretary is responsible for sending out necessary notices for

meetings.

Meetings

The Secretary participates in Board meetings as a voting member or as

specified in the governing laws. The Secretary provides items for the agenda as

appropriate and informs all the members well in advance about the meeting.

Further, the minutes of the previous meeting are read, and if they are

approved, the signature of the Chairperson is obtained on them. In the absence

of the Chairperson (and Vice-Chairperson, if the position exists), the Secretary

calls the meeting to order, presiding until a temporary chairperson is elected.

The Secretary records meeting minutes as described above depending upon the

practices of the organization.

31
Signing Officer

The Secretary may be designated by the Board and/or bylaws as one of the

signing officers for certain documents. In this capacity, the Secretary may be

authorized or required to sign or countersign cheques, correspondence,

applications, reports, contracts or other documents on behalf of organization.

Accountability

The Secretary is accountable to the Board and the general members of the

organization.

2.4.4 Qualities and Qualification of Secretary

 Ability to understand and articulate issues before the Board Understanding

legal requirements

 To be well-versed with different

 Documentation techniques. In case, the organization is small, then it may not

have a Vice-chairperson. In that case, the Secretary will play more

supportive role to the Chair

 To have management oversight

 To liaise with the Chief Functionary in case the Chief Functionary and the

Secretary are two different positions

2.5 Office Automation

32
Office automation refers to the varied computer machinery and software used

to digitally create, collect, store, manipulate, and relay office information

needed for accomplishing basic tasks. Raw data storage, electronic transfer,

and the management of electronic business information comprise the basic

activities of an office automation system. Office automation helps in optimizing

or automating existing office procedures.

The term office automation refers to all tools and methods that are applied to

office activities which make it possible to process written, visual and sound data

in a computer-aided manner (Idowu, 2009). Office automation is intended to

provide elements which make it possible to simplify, improve and automate the

organization of the activities of a company or group of people (Management of

Administrative data, synchronization of meetings etc.) considering that company

organization requires increased communication, today office automation is no

longer limited to simply capturing handwritten notes. In particular, it also

includes the following activities according to Laudon, and Laudon (2001):

 Exchange of information

 Management of administration documents

 Handling of numerical data

 Meeting, planning and management of work schedules

33
Woherem, (2010) opined that office automation include office suite tools and

according to him, the term “Office Suite” refers to all software programmes

which make it possible to meet office needs. In particular, an office suite

therefore includes the following software programs, a spreadsheet, a

presentation tool, a database and a scheduler etc.

Manual Office Machines

 Typewriter

A typewriter is the most popular and commonly used machine in government and

private offices. Letters and documents can be typed accurately, neatly and in

less time with desired number of copies. Machines are available in English, Hindi

and other Indian languages. The typewriters are available in different sizes and

shapes.

The more important among them are as follows:

 Standard Office Typewriter: This is a manually operated machine mainly

used for typing letters, statements and reports. Standard typewriters of

various makes such as Godrej, Fasit and Halda are available in the market.

 Portable Typewriter: This is a small light-weight machine specially meant for

use by travelling agents, journalists and executives because it is portability

and compactness.

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  Electric Typewriter: This machine is operated electrically by a typist. It is

faster, less tiring and gives uniform impression. It is operated with very

light touch on the keyboard. It improves the quality of work and reduces

the fatigue. It is good for cutting stencils. This typewriter, though costlier,

has become increasingly popular in big offices. These machines are

dependent on power and require specialized servicing.

 Automatic Typewriter: This machine automatically types a standard

proforma from a previously punched or stenciled ‘master’. These machines

are capable of bilingual and documentary transcription. Thus,

correspondence in a number of languages can be typed simply by changing to

typing disks. These machines operate at a high speed. When the master is

placed on the machine and it is switched on, the recorded matter is

automatically typed at high speed. If necessary, non-standard matters like

names and addresses etc. may be inserted at appropriate places by manual

typing. It is particularly suitable when copies are to be prepared in large

numbers.

 Duplicator

Duplicating is a process whereby a number of copies are obtained with the help

of a master copy. When multiple copies of a letter or document have to be

35
prepared, it is necessary to make use of the duplicating machine. A duplicator

can produce copies of a notice or report in quantities ranging from less than a

hundred to thousands. A wide range of duplicators are available.

The main types of duplicators are described below.

 Gelatine Duplicator: This is one of the oldest duplicating machines. It

contains gelatine tray on which the master copy, prepared and written

with a special ink, is pressed. The copying paper is then pressed on the

gelatine tray one after another with the help of a roller to obtain copies.

Only a limited number of copies say 20 to 25 can be prepared.

 Spirit Duplicator: is also known as a hectograph. This is an improvement

over gelatine system. Spirit duplicators are used to reproduce drawings,

handwritten and typewritten matter in a variety of colours. The master-

sheet is inserted in the duplicator around the drum of the machine. Copy

papers are fed into the duplicator, one after the other. The paper passes

under a felt pad which dampens it with spirit before it comes into contact

with the master sheet on the drum. The pressure lever is adjusted to

ensure that master and copy paper are pressed together. This process

leaves a positive image on the copy paper. This method is simple,

economical and several colours can be reproduced by using carbon of

different colours.

36
  Stencil Duplicator: The most commonly used method of duplicating in the

office is the stencil duplicating process. It is also known as cyclostyle or

mimeograph. It needs (a) stencil, (b) duplicating ink, (c) duplicating paper

and (d) duplicating machine. Stencil paper is a fibrous tissue which is

coated with a wax like substance. The stencil is cut by the type face or

stylus pushing aside the stencil coating to permit the ink to flow through

the fibrous tissue. This stencil is inserted in the duplicator and fixed

over the drum. The duplicating paper is fed in the machine manually or

automatically by rotation of the drum.

 Typeset Duplicator: Individual pieces of type for each letter are set up

round the outside of a drum. The printing takes place usually by means of

an inked ribbon. It can be operated manually or with the help of a motor.

It can produce up to 3000 copies per hour. The machine is quite

expensive and particularly suitable for printing on cards.

Electric Office Machine

 Computer

37
These days the computer is the most commonly used machine in big offices. A

computer is a machine that can perform a variety of operations such as:

arithmetical calculations, comparison of data, storage of information, analysis of

data and preparation of diagrams and charts. The main component of computer

is the ‘memory’ unit. The input data and ‘programmes’ are fed and remain

available for reproduction. With the help of Word Processing Programme one

can compose letters, memos, reports etc. visible on screen, edit them, save

them and print as often as needed. A document is given a file name and stored

on disk or cassettes. You can produce an error-free document as per your

requirement. You move shadow ‘editing cursor’ around the screen to correct

mistakes, to insert, delete and move blocks of text from one place to another.

High speed, flexibility and accuracy are three main advantages of the computer

while main disadvantages are: high initial and operating cost, need of trained

staff and serious disorder in case of breakdowns.

Printers

There will always be a need for documents to be printed for one reason or

another. Printers are necessary for making hard copies of files and documents.

The right printer can help you save time and improve work efficiency. The first

step in choosing a new printer for your office is choosing the right type. There

are so many choices to make: ink-jet or laser, single or multi-function printer

38
(MFP), color or black and white. Just like with any other piece of tech

equipment, it’s best to start with a research to make an informed decision that

will make your investment worthwhile.

Scanners

In today’s business environment organizations operate across multiple sites and

locations, so the ability to capture, digitize and share data and information is

vital. More and more offices are looking at paperless functionality that relies on

a scanner. Most scanners on the market today can handle day-to-day office

tasks, but they come in a wide variety of types and sizes, fine-tuned for

different purposes.

Copiers

No matter the size of your business or which industry you’re in, you need a

reliable office copier to to replicate reports, scan in account information, and

handle admin work using paper. Today’s copy machines are a multi-function

printer-copier-scanner-fax units. There used to be a major distinction between

printers and copy machines, but today, most office-focused printers are digital

and multi-functional. They can scan, copy, print, fax, download and email.

39
CHAPTER THREE

40
 RESEARCH METHODOLOGY

3.1 Introduction

This chapter outlines the methodology adopted for the study. The techniques

and the procedures used in undertaking the study are presented in this section.

The chapter therefore highlights the research design, data requirements and

sources, data collection tools and methods, sampling techniques as well as data

processing employed for the research.

3.2 Research Design

Research design is the plan or procedure to be adopted in carrying out research

studies. Also Babbie (2000) opined that the design of a research project relate

to all steps that would be used in the study. Therefore for management decision

and policy formulation, the research work has to be thorough and reliable

design. The reliability of any research work largely depends on the quality of

data collected.

In view of this, the researcher chooses the descriptive survey as the most

suitable design. This design is described by Ogunlade and Olasehinde (2004) as

the present attempt to determine the status of the phenomenon under

investigation. It is aimed at ascertaining, survey method focuses on people and

their beliefs, opinions, attitudes, perception, motivation and preferences. By

41
this, data is gathered, analyzed, summarized, presented and interpreted along

certain line of thought for the purpose of the study.

Respondents are requested by this approach to give their opinions by answering

questions via the use of questionnaires.

3.3 Population of the study

Population means the total number of all units which by virtue of a common

characteristic could be defined as belonging to the same environment. The

projected population of secretaries at the Yobe State University is 57.

3.4 Sample and Sampling techniques

A sample is a small part of something intended as representative of the whole.

Sampling is that part of statistical practice concerned with the selection of an

unbiased or random subset of individual observations within a population of

individuals intended to yield some knowledge about the population of concern,

especially for the purposes of making predictions based on the sample frame.

In order to obtain a representative sample for the study, various sampling

techniques were used to select the respondents for the study. Notably is the

use of the Purposive sampling technique. This technique took into consideration

the wide range of employees from different backgrounds and also years of

experience on the job. Quota sampling technique was used to assign quota to

each of the respondent groups within the Yobe State University. The study

employed a total of 35 respondents.

42
3.5 Data collection instrument

For the purpose of this research work, the instrument used in carrying out a

proper survey of the sampled population was questionnaire. The questionnaire

was considered appropriate because according to Gay (2001) that a

questionnaire is not just a list of questions or a form to be filled out, but

importantly, it is a scientific instrument for collection of a particular kind of

data which has to be specifically designed according to particular specification

and with specific aims.

3.6 Instrument validation

The instrument used to evaluate research data must be valid and precise, if

they are not, the information collected from a study is likely to be biased or

factually flawed doing more harm than good. The instrument used for this was

formulated by the researcher and the supervisor vets the contents. Corrections

and suggestions were made for validation and reliability before the final copies

were produced for distribution to the targeted population.

3.7 Procedure for data collection

In order to ensure confidentiality, names of respondents were not required. It

majorly consists of questions on advancement on modern office equipment and

its impact on secretarial practice in Yobe State University. The researcher

43
administered and retrieved the questionnaire from the respondents personally,

the respondents were allowed one week to complete the questionnaire and out

of 40 questionnaires administered, 35 were completed and collected for

analysis.

3.8 Method of data analysis and presentation

In order to analyze and determine the findings from the volume of Data and

information gathered from different respondents, frequency distribution table

was used. The rating keys are; strongly agreed, agreed, disagreed, and strongly

disagreed. The researcher will use frequency distribution table and mean score

method, the analysis involved the use of values allocated to the 4-point likert

scale rating

SA= 4

A= 3

D= 2

SD= 1

The cutoff point is obtained through the use of the following formula:

X=EFX 4+3+2+1 =10 = 2.5

EF 4 4
The cut-off point is therefore 2.5. the mean score will now be calculated by

multiplying each variables by the value allocated to each of the 4-points and sum

up to get the summed frequency (EFX) which will be divided by the number of

44
the sample size (N) to get the mean score. Therefore the cut- off point

determines whether such variables is accepted or rejected (i.e. the remark)

This technique was used because of its simplicity and the fact that it will

enable both present and the future reader of this research work more

comprehension.

The researcher considered this method of analysis appropriate for arriving at

accurate conclusion to be used in analyzing data gathered in the course of this

research work.

CHAPTER FOUR

45
 PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA

4.1 Introduction

This chapter deals with the presentation of analysis and the data collected

from the Yobe State University through the questionnaire administered. It was

based on the information received from the secretary’s in Yobe State

University. The researcher also employed frequency distribution tables in the

analysis of the collected data (3.7, Chapter 3). A total of (35) questionnaire

were issued out (40) were successfully returned indicating 100% response rate.

The presentation started with the personal data “Section A” of the

questionnaire and “section B” structured questionnaires with one (1) questions

were asked from each research question. These responses were presented in

tables as shown below.

4.2 Data Presentation, Analysis and Interpretation

Table 1: Personal Data of the Respondents

Gender Number of Respondents

Male 35

46
 Female 5

Total 40

Academic Qualification Number of Respondents

BSC 6
HND 12
ND 17
NCE 3
Others certificate 2
Total 40
Years of Experience Number of Respondents
1-10 19

11-20 14
21-30 7
Total 40

TABLE 2: Research Question 1: How does lack of knowledge and skills to

operate the modern office equipment affect the performance of the

secretaries?

S/N Variables SA A D SD EFX X REMARK

1 RQ 1 64 69 1 0 134 3.55 ACCEPTED
Lack of knowledge and skills
by secretaries to operate
their performance in the
organization.
2 The secretaries in YSU have 68 60 6 0 134 3.35 ACCEPTED
the skills and knowledge of
modern office equipment.
3 The secretaries in YSU do 100 39 1 1 141 3.52 ACCEPTED
not have the skills and

47
 knowledge of some modern
office equipment.
4 Lack of knowledge of 72 66 0 0 138 3.45 ACCEPTED
secretaries to organized
meeting using video
conference affect their
performance in the
organization.
5 Lack of knowledge and skills 88 51 1 0 140 3.5 ACCEPTED
by the secretaries to use
intercom to communicate with
co-workers affect their
performance in the
organization.
6 Lack of knowledge and skills 48 81 0 1 130 3.25 ACCEPTED

by the secretaries to use the

modern copies affect their

performance in the

organization.
7 Adequate and functional 84 57 0 0 141 3.52 ACCEPTED
modern office equipment and
facilities motivate the
secretaries in carryout their
duties effectively and
efficiency.
8 Lack of adequate modern 36 87 4 0 127 2.54 ACCEPTED
office equipment such as
computers hinders the
performance of secretaries.
9 Lack of adequate modern 104 42 0 0 146 3.65 ACCEPTED
photocopiers affect the
productivity of secretaries in
the organization.
10 Lack of internet facilities 40 81 6 0 127 3.17 ACCEPTED
affect the work performance
of secretaries in the
organization.
11 Lack of morn communication 36 93 0 0 129 3.22 ACCEPTED
facilities such as e-mail

48
 causes delay in the
communication process
between secretaries and the
workers.
12 Internet facilities assist the 40 90 0 0 130 3.25 ACCEPTED
secretary to browse and
access website content.
13 Videoconference facilities 128 24 0 0 152 3.8 ACCEPTED
assist the secretaries in an
organization.
14 Modern photocopiers assist 124 27 0 0 151 3.77 ACCEPTED
the secretaries to produce
more copies from the original
at a higher speed.
15 Computers assist the 96 36 0 0 132 3.3 ACCEPTED
secretaries to process,
retrieve and store
information within a short
period of time.
16 Modern office equipment 48 84 O 0 132 3.3 ACCEPTED
assist the secretaries in
carryout their function
efficiently and efficiency.
17 The secretaries in YSU 148 9 0 0 157 3.92 ACCEPTED
accept the modern office
equipment in carrying out
their work.
18 The secretaries in YSU have 84 57 0 0 141 3.52 ACCEPTED
negative perception in modern
office equipment.
19 The secretaries in YSU 92 51 0 0 143 3.57 ACCEPTED
required computers to
perform their work.
20 The secretaries sin YSU 72 36 10 5 147 3.67 ACCEPTED
required internet facilities in
performing their work.
21 The secretaries in YSU 84 57 0 0 141 3.52 ACCEPTED
require modern copiers in
producing more copies from
original.
22 The secretaries in YSU 88 30 14 1 133 3.32 ACCEPTED

49
 require intercom to
communicate effectively with
co-workers within the
organization.

Findings:

Findings revealed that the Computer system improves productivity of

secretary’s band help office workers to perform office work effectively

through the use of various software systems

Confirmation for the date or information received by the user which save labor

and increase productivity of the office workers.

4.3 Major Finding

Based on the data collected and analysed, the following major findings of the

study on are:

i. The study analysed that the Banks need computer networking.

ii. From the above analysis it indicates that the banks need adequate

training to their staff on networking.

iii. The research carried out shows that the banks need modern computer

facilities to their staff.

iv. From the research it was revealed that the banks need regular

subscription to their internet facilities or networking gadgets.

50
Findings:

Findings shows that the Fax machine enables the workers in transmitting of

message, data, diagram, sketches and drawing with exceptionally high speed and

confirmation for the date or information received by the user.

4.4 Summary of Findings

Based on the research carried out, the following findings were discovered:

 Findings revealed that the Computer system improves productivity and

help office workers to perform office work effectively through the use

of various software systems.

 Findings revealed that the telephone/cell phone helps office workers to

perform their duties in the organization to store document and

correspondences.

 Findings shows that the Fax machine enables the workers in transmitting

of message, data, diagram, sketches and drawing with exceptionally high

speed and confirmation for the date or information received by the user.

 Findings revealed that the skills needed in operating printer by the

workers are; ability to manipulate and detect the faulty of printer,

replacement of tuner when exhausted, removing of hijacked papers and

possess the skill in operating colored printer and different types of

printers which help them in attaining the performance of the secretaries.

51
4.5 Discussion

The purpose of this study is to evaluate the Advancement in Modern Office

Equipment and its Impact on Secretarial Practice. After thorough study, it was

found that the Computer system improve productivity of workers in the

organization, to improve the quality of work in an organization, in calculation, and

helps to store information of the organization through the use of database

application. These have positive response to the responses of research question

on. Lawrence (2000) supported that office machines are manual and electronic

devices they aid office works. They range from calculator to computers, office

machines are essential for functioning of a modern office. People perform jobs

in office and office machines aid them to do jobs efficiently.

52
 CHAPTER FIVE

Summary, Conclusion and Recommendation

5.1 Introduction

This is the final chapter of the study which gives the summary of the findings,

conclusions, recommendations of the study based on the objectives of the study

and suggestions for further research. The chapter finally presents the

suggestions for further studies.

5.2 Summary of the study

The research topic is Advancement in Office Equipment and its Impact on

Secretarial Practice. Chapter one dealt with the introduction and background of

the study, statement of the problem, Aims and objectives, Research questions,

Scope and limitation and significance of the study.

The research also reviewed literatures, introduction, concept of an office,

types of an office, centralized, decentralized, office equipment, modern office

equipment, types of modern of office equipment, the basics of modern office

53
equipment, modern office equipment consideration, secretary, types of

secretary, duties of a secretary, qualities and quantities of a secretary, office

automation.

Chapter three dealt with research methodology which includes the following:

Design of the study, Population of the study, Sample and sampling techniques,

Instrument for data collection, Validity of the instrument, Method of data

collection, and Method of data analysis.

Chapter four analyses available and interpreted data while chapter five

discussed the summary of the major findings, Conclusion and Recommendations.

5.3 Conclusion

In conclusion the level of management posed by communication and networking

can never be overemphasis. The banks should therefore improve look into

needing possible attention as recommended in this work. This will enable the

institution to keep in place recent development in communication and networking

as well as to improve good management. This study also gives room for further

research since on these findings, much need to be done in the area of computer

and networking in information technology.

54
5.4 Recommendations

Base on the findings of the study the following are recommended;

i. The Banking Industries should provide adequate training to their staff on

computer networking.

ii. The managements of the Bank should also provide modern computer

facilities to their staffs.

iii. The Banking should provide and upgraded computer networking gadgets.

iv. The Banking should provide the regular subscription to their internet

facilities.

v. The Banking should also engage their staff for special training on

networking in order to maintain the new modern bank automations

effectively.

55