IMPORTANCE OF OFFICE MACHINES AND EQUIPMENTS

TO THE EFFECTIVE WORK PERFRORMANCE OF

SECRETARIES IN AN ORGANIZATION.

BY

EJEMAH VERONICA AKPOGHENE

DSPZ/SBS/13/34053

A RESEARCH PROJECT WORK SUBMITTED TO THE

DEPARTMENT OF OFFICE TECHNOLOGY AND
MANAGEMENT, SCHOOL OF BUSINESS STUDIES, DELTA
STATE POLYTECHNIC, OZORO.

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR

THE AWARD OF NATIONAL DIPLOMA (ND) IN OFFICE
TECHNOLOGY AND MANAGEMENT.

OCTOBER 2015.
ᵢ
1
 CERTIFICATION

This project work was written by EJEMAH VERONICA AKPOGHENE with

Matriculation number DSPZ/SBS/34053 of the Department of Office

Technology and Management, Delta State Polytechnic, Ozoro, in partial

fulfillment of the requirement for the award of National Diploma (ND) in Office

Technology and Management.

___________________ _____________
MRS. AMIAYA A.O. DATE
Project supervisor

____________________ ______________
DR. ESENE R.A. DATE
Head of Department

2
 APPROVAL PAGE

This project Was written by EJEMAH VERONICA AKPOGHENE with

Matriculation Number DSPZ/SBS/13/34053 of the Department of Office

Technology and Management, Delta State Polytechnic, Ozoro, in partial

fulfillment of the requirement for the award of National Diploma (ND) in

Office Technology and Management.

________________ _____________
MRS. AMIAYA A.O. DATE
Project Supervisor

____________________ ______________
Dr R.A. ESENE DATE
Head of Department

______________________ _______________
MR ISRAEL UKOLOBI DATE
Dean, School of Business Studies

______________________ ______________
EXTERNAL EXAMINER DATE

3
 DEDICATION

This project work is dedicated to God Almighty for his love and care as my

heavenly father

4
 ACKNOWLEDGEMENT

I give absolute thanks to God Almighty for he alone made all things possible.

My special thanks also goes to my project supervisor Mrs. Amiaya A.O. for her

assistance and the pain she took to read through this project and correcting this

work just to make it a success.

Also to miss Ejemah Hope, Ejemah Patricia Blessing, Henry, miss Osi

kemebradikumo, Ibrahim, Mrs. Moses Queen for their love and support. May

God bless you all.

5
Abstract

This major purpose of this study is aimed at finding out the need for office
technology to be equipped with computer skills for greater productivity. The
design of the study is a survey design. The population consists of fifty (50)
practicing secretaries made up of 25 secretaries from the ministry of education
and 25 secretaries from manpower development center both establishments are
in Asaba, Delta State. The simple percentage was used to analyze the eleven
(11) research questions. The major findings of this study were: that possession
of computer skills by secretaries is necessary for efficiency and productivity in
the office. The study also revealed that modern office machines improve the
secretary performance ant that most secretaries have not used modern office
machines.

6
 TABLE OF CONTENTS

Title page ... … … … … … … … … i

Approval page ... … … … … … … … … ii

Certification ... … … … … … … … … iii

Dedication ... … … … … … … … … iv

Acknowledgement … … … … … … … … … v

Abstract ... … … … … … … … … … … vi

Table of contents ... … … … … … … … … vii

CHAPTER ONE: INTRODUCTION

1.1 Background of the study ... … … … … … … … 1

1.2 Statement of the problem ... … … … … … … … 2

1.3 Purpose of the study... … … … … … … … 3

1.4 Significance of the study ... … … … … … … … 4

1.5 Research Questions ... … … … … … … … 4

1.6 Research Hypotheses ... … … … … … … … 5

1.7 Limitation of the study ... … … … … … … … 5

7
1.8 Operational definition of terms ... … … … … … … 6

CHAPTER TWO: LITERATURE REVIEW

Introduction ... … … … … … … … … … 8

2.1 Literature Review ... … … … … … … … … 8

2.2 Concept of a professional Secretary ... … … … … … 8

2.3 Duties of a professional secretary ... … … … … … 10

2.4 Definition of computer ... … … … … … … … 11

2.5 Computer skills ... … … … … … … … … 12

2.6 Definition of skills ... … … … … … … … 13

2.7 The need to acquire computer skills ... … … … … … 17

2.8 Job performance of office technology ... … … … … … 18

CHAPTER THREE: RESEARCH METHODOLOGY

Introduction ... … … … … … … … … …. 20

3.1Research methodology... … … … … … … …20

3.2 Research Design ... … … … … … … … … 21

8
3.3 Area of Study ... … … … … … … … … 21

3.4 Population of the Study ... … … … … … … … 21

3.5 Method of Data collection ... … … … … … … 21

3.6 Sample and sampling technique ... … … … … … 22

3.7 Instrumentation ... … … … … … … … 22

3.8 Validation of the Instrument ... … … … … … … 23

3.9 Reliability of the Instrument ... … … … … … … 23

3.10 Questionnaire administration and retrieval ... … … … … 23

3.11 Techniques of Data Analysis ... … … … … … … 23

CHAPTER FOUR: PRESENTATION OF DATA

Introduction ... … … … … … … … … … … 24

4.1 Presentation of Data ... … … … … … … … … 24

4.2 Discussion of findings ... … … … … … … … 34

CHAPTER FIVE: SUMMARY OF FINDINGS, FINDINGS,

CONCLUSION AND RECOMMENDATIONS

9
Introduction ... … … … … … … … … … … 35

5.1 Summary of Findings ... … … … … … … … 35

5.2 Findings ... … … … … … … … … … … 35

5.3 Conclusion ... … … … … … … … … … … 36

5.4 Recommendations ... … … … … … … … 37

References ... … … … … … … … … … … … …. 39

Appendix ... … … … … … … … … … … … …. 41

Questionnaire ... … … … … … … … … … … 42

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 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Secretarial function of any organization are indispensable, these functions

are very important and sensitive to the extent that no business or organization

can function effectively without the services of a secretary. The services

rendered in an organization by secretaries include information processing,

storage and transmission of information e.t.c.

Initially, majority of these functions were done manually. This system was

considered to be regoroces and time consuming, for example, a situation which

a secretary use a manual machine like typewriter to produce company’s memo

for circulation was time consuming. This is because he or she will have to type

11
them over and over again until he or she get the maximum number of copies she

needs.

Resulting from the invention of modern computer and advancement in

technological breakthrough in the modern time, the methodologies for the

processing information and documents have changed and therefore assumed

new dimension. The secretary now known as office automation it involves the

use the computer, word processor and other office machines like photocopier,

scanner, and type recorder e.t.c. All these and many other machines and

equipment help in guarantee efficiency and speedy work processes.

In view of the above it therefore become imperative for the office

technologist to be equipped with adequate skill in the use of computer and other

machines for maximum productivity as anything short of this would render the

secretary inefficient and redundant. The need for professional secretary to be

equipped with vital computers skills, as these skills would aid him to greater

productivity.

1.2 STATEMENT OF THE PROBLEM

12
 The invention of computer and modern office machines has not only

brought change in the office but has also made them more active towards

efficiency and reliability. However, it is note worthy to state that in some

offices most practicing secretaries are still finding it difficult on how to

effectively use and manipulate these new machines including the computer. The

resultant of this mail is inefficiency and how self esteem. The project is thereby

set an audience how rest, the skills needed for computer operation can be

acquired by secretaries and the need for them to apply this skill in their various

duty posts for greater productivity.

1.3 PURPOSE OF THE STUDY

The major purpose of this study is to examine the need for office technology

to be equipped in computer skill for greater productivity. Especially the study

will examine the following

1. The types of computer system and equipment that promotes efficiency.

2. The need for the provision of those modern equipment offices.

3. The availability of this equipment in training centre.

13
 4. The ability for the secretaries to adapt to the new modern technologies in

the office.

1.4 SIGNIFICANCE OF THE STUDY

It is believed that a study on the need for office technology to be

equipped in computer skill for greater efficiency would benefit teachers of

computer.

Related courses to know the right topic, skills to lecture and impact to

train secretaries on the special skill that the employer of labor demand from any

employable secretary.

1.5 RESEARCH QUESTIONS

The following research questions are formulated based on the purpose of the

study mentioned above:

14
 1. What types of equipment are expected to be found in offices for efficient

job performance?

2. Are these equipments available in training centers and offices?

3. Can the provision of these equipments promote job efficiency?

4. How long will it take the secretaries to learn or adopt to these new

modern technologies in the office?

1.6 RESEARCH HYPOTHESES

The following hypotheses are formulated to guide the researcher for the

purpose of this study based on the research questions above.

1. Modern equipment such as computer word processors and other office

machine are irrelevant to the office.

2. Skills are not acquired through training and practices.

3. The provisions of the equipment in training centers and offices would not

boast skill acquisition and job efficiency.

1.7 LIMITATION OF THE STUDY

The researcher in carrying out this study was faced with the followings
15
 Financial limitation due to financial constraints. The researcher could not

expand the scope of other areas of interest.

Incomplete return of questionnaire issued out was misplaced by some

respondents. Therefore ore were printed to make up for the lost ones.

Non-co-operation from some respondent for fear or lack of confidence.

Some respondents either refused or were economical with the truth about their

organization.

Time as a result of insufficient time given for the study and the broad

nature of the study, the researcher was not able to investigate deeply into the

project.

1.8 OPERATIONAL DEFINITION OF TERMS

The terms used in this study which have unique meaning that could be

subjected to different interpretation by different readers of this project work are

defined as follows:

1. Skill: manipulation skills, technical skills, conceptual, communication as

well as managerial skills that help a person in a job.

16
2. Need: want something because it is essential.

3. Equipped: having indepth knowledge of a particular thing.

4. Productivity: the rate at which something produced.

5. Modern: is something that which is of present or correctly relevant to use

or upgraded.

6. Office: any given place where information is received, sorted, recorded,

executed, arranged, retrieved and kept for future reference.

7. Training Centers: this is a place where skills, knowledge impacted to

people or trained for efficiency.

17
 CHAPTER TWO

2.1 REVIEW OF RELEVANT LITERATURE

The bulk of the literature review have been grouped and presented under

the following sub-headings.

a. The concept of a professional secretary.

b. Duties of a professional secretary.

c. The definition of a computer.

d. Computer skills expected from a professional secretary.

e. The need to acquire the requisite computer skill by a professional

secretary.

f. Impact of computer skill/usage on the job performance of a professional

secretary.

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2.2 THE CONCEPT OF A PROFESSIONAL SECRETARY

The professional secretary has been defined in various ways by different

authorities.

Amiaya (2009) defined a professional secretary as an assistant to the

executive who possess the office skill and ability to assume responsibilities

without direct supervision from the boss or supervisor.

Ejeka (2006) also defined a professional secretary as a staff who is

concerned with the preparation, preservation and transmission of all types of

communication as well as the conventional secretarial duties of the confidential

nature of various levels.

The pitman shorthand dictionary defined a professional secretary as one

who acts as type confidential assistant of another or attends to the

correspondence and records of a society or who conducts the communication

and private aspect of an executive work.

Furthermore, the oxford advanced learners dictionary (2000) defined a

professional secretary as a person who works in an office working for another

19
person, dealing with letters and telephone calls, typing, keeping records and

arranging meetings with people.

From the above definitions it is clear that a professional secretary is an

employee with proficient secretarial skill and therefore combines these takents

wherever engaged for the success of that association on business.

2.3 DUTIES OF A PROFESSIONAL SECRETARY

Kanu (1997) quoting from the dictionary of occupation titles shows that a

professional secretary is one who carries out the following duties.

1. Performing of general office work relieving executive and other company

officials of minor executive and clerical duties.

2. Transcribe dictations on the recorded information reproduced on a

transcribing machine.

3. Makes appointment foe the executive and reminding him of them.

4. Carrying out reception activities.

5. Makes and answers telephone calls.

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 6. Handles personal and important mails writing routine correspondence and

supervise other clerical workers.

7. Sourcing for and disseminating information and organizing and managing

the office.

8. Establishing products and practice to ensure confidentiality and secueing

of vital information.

9. Making her employee travel arrangement and preparing his or her

itinerary.

2.4 DEFINITION OF COMPUTER

According to the National Teacher Institute Kaduna course book on

computer (1998) a computer is a special multi-purpose electronic device

(machine) that is capable of receiving data, storing and processing it and giving

a clerical result as output accurately at an incredibly high speed.

Agholor (2006) defined a computer as any device that can receive, store

and predictable fashion.

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 Esene (2006) also defined a computer as electronic device which accepts

data through input devices such as punched card, diskettes, magnetic tapes and

typewriter, keyboarding it stores the data and processes it into output

(information) at a very great speed.

Furthermore, Ovbiagele (2011) defined a computer as an electronic

device which accepts data from an input device either for further processing or

as a report for the end user.

Adigwe (2006) defined computer as a programmable, multi-purpose

machine that accepts data (raw facts) and figures and processes and manipulates

it into information.

Computer can therefore be defined as an electronic device (machine)

which accepts data from an n input device such as keyboard, punch card, and

diskettes and gives the out as output through the output unit or device.

2.5 COMPUTER SKILLS EXPECTED OF A PROFESSIONAL

SECRETARY

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 Dayo (2000) skill acquisition is a creative ingredient in business

endeavors any profit conscious goal oriented entrepreneur must seriously

consider. Its essence skill refers to expertness, aptitude particular job. It has to

do with expert knowledge and creative reasoning. There are two major ways to

developing skills;

1. By developing yourself.

2. By going to the skill market.

In this context skill is being linked to a product which you invest into:

2.6 DEFINITION OF SKILL

The oxford Advanced Learners Dictionary (2006) defined skill as the act

or ability to do something well or it is review as a particular ability or type of

ability long man dictionary cliggs defined skill as an ability to do something

well as a result of acquired experienced result from long practice. Furthermore

Hornby (1998) defined skill as experience practiced ability facility in doing

something dextrally and (Tack C) computer skills.

23
 Bassey (2005) defined keyboard as an input device that convert letters

members and other characters into electrical signals readable by the processor,

in other words, keyboard is a device that is capable of converting key pressed

signals into electronic code that the computer recognizes.

Agholor (2oo5) opened that to become proficient in the use of a

keyboard, it is better if you can touch, type as it is used in typing and the eyes

every time the secretary looks at the work that should be allocated to the sense.

i. COMPUTER APPLICATION SKILL

Fadare (2011) opined that, the modern day secretary must acquire

computer application skills. He should be able to key in data (word) process,

store and reproduce copies on a word processor or computer using satellite

communication facilities like facsimile, fax machines, copying machines and

secretary creates, edits, formats and proof read his work with the computer

aided facilities. He should be able to manipulate the computer system and

produce results known as hard-copy document which are used for managerial

decisions.

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 ii. EQUIPMENT/MACHINE OPERATION SKILLS

The modern office technologist office is aimed to the teeth with sophiscated

technological equipment. This equipment is not just there for decoration or

window dressing. They are meant for the promotion of the office work; graph

the application of the secretary skill.

This equipment include the following, Esene (2006) visited the following

machine used in the office:

1. DICTATING MACHINES: this is an electronic machine used for

permanent or temporary recording of information. It can also be used for

record procedures in conference and meeting, dictionary routine

correspondence, for sales, training, recording of interviews and telephone

conversation.

2. ADDRESSING MACHINES: the machine is very valuable where the

same information is needed at regular intervals.

3. DUPLICATING MACHINES: this machine is used for reproducing in

a Stengel before it can be used in a duplicating machine. It also hs

another type called the spirit duplicating machine.

25
 4. OFFSET LITHOGRAPHY: this can be used for cheap printing of very

many thousands of copies on almost any kind of paper.

5. PUNCHED CARD SYSTEM: it is used for storing data by punching

holes, other office machines are telephone telex, sate vita fax the

typewriter photocopying machine, franking machine.

This equipment which is not mom mote in nearly all office has not only

enhanced the speedy and the quality of the job performance by the secretarial

duties are discharged, aided with the equipment the secretary can generate,

process and dispatch correspondence for and on behalf of his or her boss or

organization.

iii. GOOD COMMUNICATION SKILLS

Okoji (2001) all practitioner of secretarial profession should communication

at the tip of their profession for the success or failure depends on it.

Communication to a secretarial staff is like mathematics to a scientist, it is like

blood in a human being, we all know that the blood in us sustains our life.

In any human being drained of his or her blood, he or she ceases to live,

secretarial practitioners have no business being mediocre in the arts of doing it

26
in form of communication when you type, what you are doi ng is information

communication. When you type, what you are doing is inform of

communication, all the letters, memoranda, minute, reports, questionnaire,

article and immutable other correspondence handle daily by the secretarial staff

are in form of communication.

In the above listed points it is obvious that an office technologist should have

keyboarding/typing skill, manipulation of modern equipment, office automation

and good communication skill to efficiently fit into the modern day offices.

2.7 THE NEED TO ACQUIRE THE REQUISITE OF COMPUTER

SKILL BY AN OFFICE TECHNOLOGIST

It is necessary that office technology prospective secretaries understand the

need of his present time as far as work is concerned, and their train properly

along these need until recently, the need for modern office machine and

equipment was uncalled for because the secretary was able to make do with

manual duplicating machine and other office machines that were manually

operated not minding the time and energy lost in the process.

27
 Babola (2004) stated that today’s secretaries do much more than the age long

role of taking dictation and transcribing in the manual typewriters.

Technological equipment and machines have changed so many office

function of the office technologist. The presentation of various sophiscated

machines and equipment needed different skills and abilities from the secretary

in order to cope effectively.

It is therefore, judging from the foregoing that secretaries require good

computer skill and administrative dexterity to function adequate in the modern

offices.

2.8 THE JOB PERFORMANCE OF OFFICE TECHNOLOGY

i. Ahukamma (2006) opined that the possession of adequate computer skills

by the secretary would inspire high productivity and efficiency at the work

place. This is because information can be easily received, processed and

worked on the use of the computer. It encourages quality work and

accuracy.

ii. Efficient record management computer skill is the manipulation of the computer

system and other accessories (machines and equipment) would help to

28
 ensure that records are docked and retrieved easily. It can store large

volume of information into small sizable media there making information

easier to store away.

iii. The production is mail able document with case Mansell (1999) opined that

a good skill in computer by the secretary would help in the speedy

processing of document with ease and at a highly speed.

iv. It creates job satisfaction and improves the secretary’s morals; Ekruijota

(2005) stated that an active professional secretary would be highly rated

and honored but dues to directed.

v. It improves office communication, Ohakwe (2004) also opined that with

computer skills information dissemination and distribution is made possible

and easier. Information or message can be passed through electronic mail

(e-mail) or other internet and other technologies information can easily be

updated and disseminated.

29
 CHAPTER THREE

3.1 RESEARCH METHODOLOGY

In this chapter the researcher will be talking about the procedures used for

the collection of data which is organized under the following sub-headings,

design of the study, sampling, validation of the instrument and others as

follows:

i. Design of the study.

ii. Area of the study.

iii. Population of the study.

iv. Sample and sampling technique.

v. Method of data collection.

vi. Validation of the instrument.

vii. Reliability of the instrument.

viii. Instrumentation.

ix. Questionnaire Administration and Retrieval

x. Techniques of Data Analysis

30
3.2 DESIGN OF THE STUDY

The research is a survey design in which questionnaires is used to collect

data from the respondent. Esene 2005 stated that survey involves assessment of

public opinions, beliefs, attitudes, motivations and behaviors using

questionnaire and sampling method.

3.3 AREA OF THE STUDY

The area of the study is direct labor agency Agbarah in Ugheli North Local

Government Area, Delta State.

3.4 POPULATION OF THE STUDY

The population of the study encompasses the entire staffs of Direct Labor

Agency Agbara in Ugheli North local government. The employees are Direct

Labour Agency Agbarha in Ugheli North local population of this study. In other

words the population consists of 38 workers in the Direct Labor (DLA)

Agbarha.

3.5 METHOD OF DATA COLLECTION

31
 The instrument used in this study for the collection of data was the

questionnaire designed by the researcher, the questionnaire was researched. The

questionnaires was personally administered to the works (respondents) and

collected through the same procedure from the respondents by the researcher

and simultaneously the interview was carried out for those respondents who

either may not have time to complete the questionnaires.

3.6 SAMPLE AND SAMPLING TECHNIQUE

The statistical method of selecting sampled for this study is random,

sampling is used in time selection of secretarial staff and 28 workers were

selected out of 38 workers in the organization in direct labor agency Agbarha.

3.7 INSTRUMENTATION

This is mainly designed to ascertain the impact of effective business

communication on management in this study, the researcher used the views

expressed by respondents working in direct labour agency and other sources

profited materials in other words, and the researcher used both primary and

secondary data as research instrument.

32
3.8 VALIDATION OF THE INSTRUMENT

The questionnaires were edited by the project supervisor and necessary

correction was made. The final version of the questionnaires will be prepared

and used.

3.9 RELIABILITY OF THE INSTRUMENT

The instrument after a face validation was subjected to a restricted reliability

test to further evaluate the stability of the questionnaire items. The questionnaire
was administered to some respondents after two weeks, the same questionnaire
was administered to 50 secretaries in Agbarha North and South local
Government Council offices. The response was used to computerized the
reliability of the instrument used. The reliability of co-efficient of 0.75 was
obtained from the respondents.
3.10 QUESTIONNAIRE ADMINISTRATION AND RETRIEVAL
The questionnaire used for this research was distributed to the respondents
personally, with the aid of an assistant. It was later retrieved the next day
through the same process.
3.11 TECHNIQUES OF DATA ANALYSIS

The simple percentage methods were used to analyze the data collected.

No of response X 100

Total No of respondents 1

33
 CHAPTER FOUR

4.1 PRESENTATION AND ANALYSIS OF DATA

This chapter is focused on the analysis of the data, interpretation and the

discussion of the results. The analysis is based on eleven (11) research questions

raised as shown in the tables below:

Table 1: whether secretaries are expected to have computer skill for high

productivity.

Questions Options Respondent Percentage

Are the secretaries Yes 50 100%

expected to be

equipped with

computer skills to

ensure high

productivity and

efficiency No - -

34
 Total 50 100

Source: field study, 2015

The data in table 1 above shows that 50 respondents in presenting a simple

of 100% affirmed that the profession of computer skill by secretaries is

necessary for efficiency and productivity in the office.

Table 2: can secretaries with computer skills produce presentable document?

Question Options Respondent Percentage

Do you think that Yes 50 100%

a secretary with

computer skills

could produce

mail-able

document? No - -

Total 50 100

Source: field study, 2015

The figure in table 2 shows that 50 respondents in presenting a simple of 100

positively affirmed that secretaries with computer skills are capable of

producing mail-able and presentable documents.

35
Table 3: if the equipment available are cheap and serviceable?

Question Options Respondent Percentage

100%
Are these Yes 10 20
equipments easily
available, cheap
and serviceable No 40 80
Total 50 100
Source: field study, 2015

From table 3 above, ten respondents which is presenting a 20% said that

equipment are cheap, available and serviceable, while 40 respondents which is

presenting answer in negative thus, it is clear that the machines and equipment

are not cheap, available and serviceable.

36
Table 4: Are office equipment and machines necessary in the office of a

secretary?

Question Options Respondent Percentage

100%
Do you think that Yes 45 90
the computer,
dictating
machines,
scanner, fax
machines,
addressing No 5 10
machines
Total 50 100

Source: field study, 2015

The data in the table 4 above indicates that 45 respondents which is

presenting 90% responded that the equipment and machines are necessary while

only 5 respondent representing 10% disagreed. Thus the machines are necessary

in the secretary’s office.

37
Table 5: Availability of these machines in training centers.

Question Options Respondent Percentage

100%
Do you think that Yes 15 30
these machines
and equipment are
available in most
training centers
No 35 70
Total 50 100
Source: field study, 2015

The above data in table 5, shows that 15 respondents representing 30% said

that the equipment/machines are available in most training centers, while 35

respondents representing 70% are f the view that these machines and equipment

are completely not available in most training centers. Therefore most machines

and equipment are not available in training centers

38
Table 6: whether lack of fund accounts for non-availability.

Questions Options Respondent Percentage

100%

If your answer to Yes 35 70

question five is

“No” do you think

lack of fund for its

purchase accounts

for its non-

availability? No - -

Total 35 70

Source: field study, 2015

Table 6 above, shows that 35 respondents which represent a total of 70%

affirmed that lack of fund accounts for its non-availability. Therefore lack of

adequate fund is responsible for the non-availability of most equipment and

machines in most training centers.

Table 7: Reasons for the availability of the machines/equipments.

39
 Question Options Respondent Percentage

100%

If your answer to Yes 50 100

question five (5)

is “Yes” which of

the reasons

accounts for its

availability No - -

Total 50 100

Source: field study, 2015

In the table seven (7) above, the total number of 50 respondents representing

100% affirmed that the availability of fund and the relevance of the equipment

and machines accounts for its availability in the training centers.

Table 8: provision of office equipment/machines improves the secretary’s

performance

40
 Question Options Respondent Percentage

100%

Can the provision Yes 50 100

of

equipment/machine

in the office

improve the

secretary’s

performance No - -

Total 50 100

Source: field study, 2015

Table 8 above shows that 50 respondents which is representing 100%

answered positively that the provision of office facilities would improve the

secretary’s job performance. Thus, modern office equipment improves the

secretary’s job performance.

Table 9: A secretary without adequate computer skill has a poor performance in

office.

41
 Question Options Respondent Percentage

100%

Can an employed Yes 50 100

secretary without

adequate

computer skill

perform poorly in No - -

office

Total 50 100

Source: field study, 2015

The data in table 9 above shows that the 50 respondents representing 100%

agreed that a secretary without adequate computer skill would perform poorly in

office.

Table 10: Are keyboarding skill, computer appreciation and

equipment/machines operating skills vital to the secretaries

Question Options Respondent Percentage

42
 100%

Are the following Yes 50 100

computer skill and

competencies

necessary and

ought to be

acquired by the

secretaries? No - -

Total 50 100

Source: field study, 2015

Table ten (10) above, indicates that the 50 respondents which is representing

100 affirmed that keyboarding skill, computer appreciation skill and equipment

and machines operating skills are vital to the practicing secretary, thus, the skills

are necessary.

Table 11: whether most secretaries have effectively used the

machines/equipment in their offices

Question Options Respondent Percentage

43
 100%
In your own view, Yes 15 30
do you think that
most professional
secretaries have
the skills
mentioned above
in their various
offices?
No 35 70
Total 50 100

Source: field study, 2015

In the table above, 15 respondents representing 30% confirmed that most

secretaries have adequate utilized those machines, while the rest 35 respondents

representing 70% answered negative , thus, most practicing secretaries have not

equipment/machines in their offices.

4.2 DISCUSSION OF FINDINGS

44
 The purpose of the study was to analyze the need for office technology to be

equipped in computer skills for greater productivity in offices.

This was supported by the studies by Amiaya (2006), Ejeka (2006) Kanu

(1997), Agholor (2011), Esene (2006) and Ovbiagele (2011) which noted that

secretaries are expected to be equipped with computer skills for high

productivity. It further revealed that the equipment and machines for modern

office are not cheap and therefore inadequate in most offices and training

centers.

The result also shows that any secretary that has keyboarding skills,

computer appreciation and office machine operating skill would excel greatly in

business offices.

CHAPTER FIVE

45
SUMMARY, FINDINGS, CONCLUSION AND RECOMMENDATIONS

5.1 SUMMARY OF THE FINDINGS

This study is set out to examine the need for office technology to be

equipped with computer skills, research questions in line with the options of

“Yes” or “No” response were raised to answer the questions, data obtained

through questionnaire given to 50 respondents from ministry of education and

manpower training and development centers, Asaba Delta State respectively

were put into tables which was analyzed by simple mathematical computations.

5.2 FINDINGS

The findings of the data analysis revealed:

a. That the possession of computer skills by secretaries is necessary for

efficiency and productivity in the office.

b. That secretaries with computer skills are capable of producing mail-able

documents.

c. That equipment and office machines are not cheap.

46
 d. That computer, dictating and answering machines, calculators, scanner,

fax machine e.t.c are necessary in a secretary’s office.

e. That most training centers lack adequate training equipment.

f. That lack of fund accounts for the non-availability of these

equipment/machines in most offices and training centers.

g. That modern office machines impr5ove the secretary’s job performance.

h. That keyboarding, computer application and machines operation skills are

necessary prerequisite for practicing secretaries.

i. That most secretaries have not used modern office machines and

therefore not acquainted with it.

5.3 CONCLUSION

From the findings of this study, the following conclusions were drawn; that

computer skill is necessary prerequisite which any professional secretary must

possess, as any deficiency in it would result to low productivity and inefficiency

in office.

47
5.4 RECOMMENDATIONS

Based on the result of the findings, the following recommendations were

made:

1. Any professional secretary should be conversant with computer skills for

efficiency and productivity in offices.

2. That since office machines and equipment (including computer) are

useful in offices, organizations should endeavor to acquire them for office

use.

3. That practicing secretaries should always undertake training and re-

training in computer skills in order to constantly update their knowledge

in computer applications.

4. That more funds should be made for purchase of these machines.

5. That since modern office machines enhances secretary performance,

effort should be made for their availability.

6. The organizations should employ only secretaries with adequate

computer skills.

48
7. That since the knowledge of keyboarding, computer application is

prerequisite for practicing secretaries, efforts should be made for them to

be acquired.

8. That organizations should insist on the use of modern office machines.

49
 REFERENCES

Adigwe w. (2006), Computer Application, Ugheli Publisher.

Agholor, S.I. (2006) Teach Yourself Word Processing and Excel for Tertiary
Institutions first edition, Agbor Central Books.

Amiaya O. (2006) Fundamentals of Secretarial and Administrative Management

First edition, Agbor Center Books.

Bassey E. (2005) The Rudiments of Information Technology first edition,

Agbor Central Books.

Ejeka C.A (2006) Contemporary Secretarial Duties for Tertiary Institutions first
Edition, Agbor Center Books.

Ejeka C.A and Aniemeke V.O (2003), Modern Office Practice for Tertiary
Institutions, first edition, Agbor Center Books.

Ekruyota O.G (2005), Fundamentals of Computer Application, first Edition,

Ugheli Eregha Publisher.

Esene R.A(2008), Business Research Methods Issues and Insights, first edition,
Agbor, Royal Publisher.

Esene R.A (2006), Principles and Practices of Business and Office

Management, First edition, Agbor, Krisbec Publisher.

Hornby A.S. (2007) Oxford Advanced Learners Dictionary 7th edition.

Longman Dictionary of edition with Contemporary English.

National Teachers Institute (NTI) Course Books on Computer, Kaduna,

NTI Computer Center.

50
Ohakwe, S.N. et al (2000), Contemporary Office Practice for Colleges,
Polytechnics, Universities, Center for research and manpower
Development, owerri.

Ovbiagele A.O. (2004) Office Administrative and Management for Higher

Education, Warri, Kuba Publishing Company.

51
 APPENDIX

Department of Office
Technology and
Management,
Delta State Polytechnic,
Ozoro,
Delta State,

7th October, 2015.

Dear Respondent,

REQUEST FOR THE COMPLETION OF RESEARCH QUESTIONNAIRE

I am a final year national diploma (ND) student of Office Technology and

Management department in the above named institution, currently carrying out
a study on the topic “The importance of Office Machines and Equipment to the
Effectiveness of Work Performance of Secretaries in an Organization”
The study is in partial fulfillment of the award of National Diploma (ND) in
Office Technology and management.
I humbly request for your assistant by completing the attached questionnaire to
enable me complete the study. Please feel free to provide information as such
information will be treated confidently. I will be grateful if request is granted.
Thanks for your co-operation.
Yours faithfully,

EJEMAH VERONICA A.
Researcher

52
 QUESTIONNAIRES

INSTRUCTIONS

Please tick (√) in the correct option where appropriate and comment where

necessary.

SECTION A: PERSONAL DATA

1. Sex: male ( ) female ( )

2. Marital status: single ( ) married ( )

3. Destination/post…………………………………………….

4. How long have you been in the service of the organization? ( )

SECTION B: QUESTIONS

53
1. Are secretaries expected to be equipped with computer skills, to ensure

high productivity and efficiency in the office communication? Yes ( ) No

( )

2. Do you think that a secretary with computer skills would produce

presentable documents? Yes ( ) No ( )

3. Are these equipments/machines easily available, cheap and serviceable?

Yes ( ) No ( )

4. Do you think that the following office equipment and machines are

necessary in a secretary’s office, computer, dictating machine, addressing

machines and calculators? Yes ( ) No ( )

5. Do you think that most of those machines and equipments are available in

training centers? Yes ( ) No ( )

6. If your answer to question five (5) above is “No” do you think that lack

of fund is the reason for its availability? Yes ( ) No ( )

7. If your answer to question five (5) above is “Yes” which of the following

reasons accounts for its availability? (a) Because of its relevance (b)

Availability of funds (c) All of the above. Yes ( ) No ( )

54
8. Can the provision of these equipments/machines in the office improve the

secretary’s performance? Yes ( ) No ( )

9. An employed secretary without adequate computer skills would perform

poorly in offices? Yes ( ) No ( )

10.Are the following skills and competencies necessary and ought to be

acquired by secretaries? (a) Keyboarding skill (b) computer application

skills (c) equipments operation skills (d) good communication skills. Yes

( ) No ( )

11.In your own view, do you think that most professional secretaries have

acquired and effectively used the skills mentioned above in their various

offices? Yes ( ) No ( )

55