PROSPECTS AND CHALLENGES OF MODERN TECHNOLOGY TO SECRETARIES

IN SELECTED ORGANIZATIONS IN BIDA METROPOLIS

BY

ABUR DAVID AONDOFA

MAT. NO.: 2021/143439CT

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT,

SCHOOL OF INFORMATION AND COMMUNICATION TECHNOLOGY,
THE FEDERAL POLYTECHNIC,
P.M.B 55, BIDA,
NIGER STATE

OCTOBER, 2023

i
 TITLE PAGE

PROSPECTS AND CHALLENGES OF MODERN TECHNOLOGY TO SECRETARIES IN

SELECTED ORGANIZATIONS IN BIDA METROPOLIS

BY

ABUR DAVID AONDOFA

MAT. NO.: 2021/143439CT

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT,

SCHOOL OF INFORMATION AND COMMUNICATION
TECHNOLOGY, THE FEDERAL POLYTECHNIC,
P.M.B 55, BIDA,
NIGER STATE

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF

HIGHER NATIONAL DIPLOMA (HND) IN OFFICE TECHNOLOGY AND
MANAGEMENT

OCTOBER, 2023

ii
 DECLARATION

I hereby declare that this research work “Prospects and Challenges of Modern Technology to

Secretaries in Selected Organizations in Bida Metropolis” was based purely on my effort under

the guidance and supervision of Dr. M.O.A. Lawal of the Department of Office Technology and

Management, School of Information and Communication Technology, the Federal Polytechnic,

Bida. All references made in this research work have been duly acknowledged.

ABUR DAVID AONDOFA SIGN:………………………………………

2021/143439CT

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 CERTIFICATION

We, the undersigned, certify that we approved this project titled “Prospects and Challenges of

Modern Technology to Secretaries in Selected Organizations in Bida Metropolis” was carried out

by Abur David Aondofa of the Department of Office Technology and Management, School of

Information and Communication Technology, The Federal Polytechnic Bida, Niger State to be

adequate in scope and quality for the award of Higher National Diploma (HND) in Office

Technology and Management.

DR. M.O.A. Lawal ………………………………………………

Project Supervisor Signature/Date

Alh. Mohammed Saidu Kpaki ………………………………………………

Head of Department Signature/Date

Dr. Ojetokun Victor Olufunmilola ………………………………………………

External Examiner Signature/Date

iii
 DEDICATION

I dedicate this project to my beloved parents, Mr. and Mrs. Abu Nzuugur Joseph

iv
 ACKNOWLEDGEMENTS

I am sincerely grateful to Almighty God, the God of my father whom I rely on for all

things, who has always inspired to in every step I take and who made it possible for me to

complete my programme successfully.

My sincere gratitude goes to my Project Supervisor Dr. M.O.A. Lawal for his humble,

kind suggestions, advice and support towards this project work. May God continue to bless him.

My appreciation also goes to my H.O.D Alh. M.S. Kpaki as well as the Lecturers in the

Department for their love, moral and academic support throughout the course of study.

My unquantifiable appreciation goes to my beloved parents Mr. and Mrs. Abur Nzuugur

Joseph, Adaloke Enonche and P.K. Karickson for their love, moral advice and financial support.

Their love, care and concern for me has been a pillar of my success from my childhood and has

contributed to my being what I am today.

Also I acknowledge the efforts of my friends and coursemates in struggle.

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 ABSTRACT

This research work aims to identify the prospects and challenges of modern technology to
secretaries in selected organizations in Bida metropolis. The research adopted descriptive
survey research design. The population of the study was made up of 60 Secretaries in the
selected organizations in Bida metropolis. The data collected were analyzed using mean and
standard deviation. The analysis of the data collected revealed that increased efficiency,
diversification of skillsets, possibility of working from remote locations and fostering continuous
learning and professional development were some of the prospects of using modern technology.
The research also revealed that need for constant training to update skills and competence,
limited access to technology, inability to keep up with rapid pace of technology and resistance to
change were the key challenges Secretaries face in the use of modern technology in the selected
organizations. The researcher therefore recommended that the organizations should organize
regular training and retraming programmes and sponsor Secretaries to attend seminars and
workshops to increase their awareness and competencies in using the new technologies.

Keywords:Prospect,Secrataries,Challenges,Technology,Organizations

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 TABLE OF CONTENTS

Title Page i
Declaration ii
Certification iii
Dedication iv
Acknowledgement v
Abstract vi
CHAPTER I 1
INTRODUCTION 1
1.1 Background to the Study 1
1.2 Statement of the Problem 2
1.3 Purpose of the Study 3
1.4 Research Questions 3
1.5 Significance of the Study 3
1.6 Delimitation of the Study 4
CHAPTER II 5
LITERATURE REVIEW 5
2.1 Introduction 5
2.2 The Concept Secretary 5
2.3 The Functions of a Secretary 6
2.3.1 Administrative Functions of Secretary 6
2.3.2 Personnel Functions of a Secretary 7
2.3.3 Records Keeping Functions 7
2.3.4 Human Relations Functions 9
2.4 Technology in the Modern Secretarial Services Environment 10
2.5 Prospects and Opportunities for Secretarial Professionals in the Technological Era 13
2.6 Challenges in Adapting to Technological Advancements 15
2.7 Possible measures for addressing the challenges of modern office technology
to secretaries 17
2.8 Summary 18

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CHAPTER III 19
RESEARCH METHODOLOGY 19
Research Design 19
Population of the Study 19
Sample/Sampling Technique 19
Research Instrument 19
Validation of Instrument 20
Administration of Instrument 20
Data Analysis Procedure and Techniques 20
CHAPTER IV 21
PRESENTATION AND ANALYSIS OF DATA 21
Analysis of Personal Information 21
Discussion of findings 24
CHAPTER V 25
CONCLUSION AND RECOMMENDATIONS 25
Conclusion 25
Recommendations 25
REFERENCES 26
APPENDIX 27

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 CHAPTER I

INTRODUCTION

1.1 Background to the Study

The office is changing continuously and at ever increasing rate. The technological

breakthrough in offices poses a big challenge to many professions to which the Secretarial

profession is no exception. In time past, Secretaries worked with manual machines which made

their work in offices boring and monotonous but today, it is not so.

Elvi (2020) described a Secretary as a person employed to handle records, letters, and

routine work for another person. Secretaries are often responsible for managing correspondence,

scheduling appointments and maintaining records. The Secretary is a person who works in an

office, writing letters, making telephone calls, organizing meetings, etc for other people. This

role highlights the communication and organizational skills that are required for the role of a

Secretary. Overall, Secretaries play important role in ensuring that an office runs smoothly by

managing administrative tasks, communicating with clients and customers and maintaining an

organized work environment.

The role of Secretarial professionals has undergone significant transformations

throughout history, influenced by technological advancements and changes in organizational

practices. Traditionally, Secretaries were primarily tasked with administrative duties, such as

typing letters, managing records, and arranging appointments (Miller, 2018). However, the

advent of technology has brought about profound changes in the Secretarial profession, shaping

it’s roles and responsibilities in the modern era.

During the mid to late 20th century, the introduction of typewriters revolutionized

document production and made Secretarial tasks more efficient and standardized (Johnson,

2018). The telephone became an essential communication tool for Secretaries, allowing them to
1
manage appointments, relay messages, and communicate with external parties on behalf of their

employers (Roberts, 2020).

With the rise in the use of computers in the workplace, Secretaries faced a new wave of

technological advancements. Word processing software, such as Microsoft Word, replaced

typewriters, leading to a remarkable increase in document creation speed and accuracy (Roberts,

2020). The integration of computers makes it necessary for Secretaries to develop basic

computer skills to effectively carry out their tasks. Secretaries also need to constantly update

their skills and learn about new software and tools to stay ahead in the digital age (Marcio et al.,

2021).

The emergence of cloud computing is a game-changer for Secretarial professionals.

Storing and accessing files on remote servers allows Secretaries to work more flexibly and

remotely, making the profession adaptable to modern work trends (Brown & Lewis, 2021). The

Secretarial profession has not been solely shaped by technological advancements. Social and

cultural shifts have also played a role in transforming the role of Secretaries in the workplace.

With increasing recognition of the value Secretaries bring to organizations, their roles have

expanded beyond administrative support (Miller, 2018). Secretaries have started taking on

responsibilities in project management, event planning, and data analysis thus, becoming crucial

assets in decision-making processes (Taylor & Clark, 2020).

1.2 Statement of the Problem

The Secretarial Profession is undergoing significant transformations in response to

technological advancements in the modern era. While technology has presented new

opportunities for efficiency and collaboration, it has also brought unique challenges for

Secretarial professionals. This study aims to explore the prospects and challenges faced by

2
Secretarial professionals in the context of the modern technological era, with a specific focus on

selected organizations in Bida metropolis.

1.3 Purpose of the Study

The main purpose of the study was to identify prospects and challenges of modern

technology to Secretaries in selected organizations in Bida metropolis. Specifically, the study

sought to:

1. To explore the prospects that modern office technology offers Secretaries in the selected

organizations in Bida metropolis.

2. To identify the key challenges posed to Secretaries by the use of modern office

technology in the selected organizations in Bida metropolis.

3. To suggest measures for addressing the challenges of modern office technology to

Secretaries in the selected organizations in Bida metropolis.

1.4 Research Questions

The study will be guided by the following research questions:

1. What are the prospects in using modern technology by Secretaries in the selected

organizations in Bida metropolis?

2. What are the key challenges faced by Secretaries in the use of modern technology in the

selected organizations in Bida metropolis?

3. What are the possible measures that could be adopted to address the challenges of

modern office technology to Secretaries in the selected organizations in Bida metropolis?

1.5 Significance of the Study

This research sheds light on the critical issues affecting Secretaries in the context of rapid

technological advancements, with a specific focus on selected organizations in Bida.

3
Understanding these challenges and prospects can aid employers, organizations, and individuals

in the selected organizations in making informed decisions that should be adopted to enhance

performance by Secretaries.

1.6 Delimitation of the Study

The study is focused on the prospects and challenges of automation and other digital tools

to the day-to-day responsibilities of Secretaries employed in the selected organizations in Bida

metropolis. The study does not cover challenges posed by other factors. The work is limited only

to Secretaries and does not include other Secretarial Professionals.

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 CHAPTER II

LITERATURE REVIEW

2.1 Introduction

This chapter provides a comprehensive review of relevant literature related to the

challenges and prospects of Secretarial Profession in modern technological era in Bida

metropolis. The literature review aims to build a solid foundation for understanding the changing

landscape of Secretarial roles in the modern technological era, with a particular focus on selected

organizations in Bida. This chapter explores how technology has influenced Secretarial practices,

the challenges encountered, and the potential prospects that arise from technological integration.

2.2 The Concept Secretary

The Professional Secretary is one of the most essential human resources in a business

organization because he helps make the wheel of the organization to turn. Secretaries provide the

unseen services which make the organizations to prosper. A Secretary is a person, whose work

consists of supporting management, including executives, using a variety of professional ethics

and communication and organizational skills. Wordnet (2018) defines a Secretary as a person

who assists a member of staff or top management level, and who undertakes a lot of

administrative tasks for the smooth running of the office. A Secretary is an indispensable

element in achieving organizational goals. He serves as a memory bank in his organization,

scrutinizes visitors so as to give the executive enough time to carry out some other office

activities, keep records so as to prevent the loss of important document which could

consequently have a negative effect to the organization.

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 2.3 The Functions of a Secretary

A thorough review of the duties and roles perform by Secretaries requires a classification

or categorization of these functions. This classification allows a better understanding of the job

that Secretaries perform. For the purpose of this study, the following are the categories of the

functioning of a Secretary.

2.3.1 Administrative Functions of Secretary

The administrative function of a Secretary includes supervision of junior staff and

ensuring that schedules of work are accomplished, directives and assigned tasks completed

within the time span, and ensuring that all the materials needed for performing these

administrative duties are available at the right time.

According to Ekwue (2019), a Secretary must perform a variety of Secretarial and office

management duties, compose, type and file letters and inter-office memos, receive calls and

interview persons calling in office and make referrals, prepares departmental records and

disciplinary notices. Performing any or all of the mentioned duties depicts that a Secretary is

involved in an administrative function. Odiaua (2020) on his part noted that the administrative

functions of a Secretary include duties like maintaining files and personal records, reviewing,

organizing and maintaining files, monitoring attendance including sick leave, annual leave and

vacation leave, compiling and recording data for computer files, developing and implementing

new departmental forms, recommending and implementing changes in correspondence sent to

public. All these duties save time for the executive/boss and make their jobs easier. For a

Secretary to effectively perform these duties, he must be conversant with the policy of the

organization.

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 2.3.2 Personnel Functions of a Secretary

Secretary must be skillful in written communications, as he will often be called upon to

draft and edit correspondence on behalf of the organization to outside groups as well as internal

members. The Secretary must therefore be fluent in the organizations jargons, and be familiar

with organizations communications style requirements.

2.3.3 Records Keeping Functions

Another fundamental function of a Secretary is records keeping. Records of staff, assets,

etc must be properly kept for future references or until when they are needed. Aminu (2019)

maintained that Secretary is responsible for establishing and maintaining his organizational

records and documents including minutes of meeting, reports and other important documents.

Where necessary, he must create appropriate and logical filing systems to ensure that

organization’s needs are easily accessible by the relevant staff and/or members.

Proper filing of documents constitutes other record keeping role of the Secretary. A

popular adage states that “we file to find and not to file away” should always be the genesis of a

Secretary. Amavu (2019) stated that the position of a Secretary is key to an organization’s

success. The role of filing document requires commitment, abilities and enthusiasm. The

Secretary has the primary responsibility of maintaining good filing system capable of providing

an accurate data/information needed at any point in time.

In present day office works, records could be maintained manually, that is in a file folder

and stored in file cabinets, or computerized system, where records of the organizations are stored

in computers and flash drives. Frank (2018) stated that the Secretary serve as the central

repository of information for his respective organization, given his exposure to and attendance at,

most if not all of the meetings held.

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 The Secretary must therefore be knowledgeable in his organization’s history, by-laws,

leadership and other policies and procedures. He may also maintain an up dated list of all staff

and members, their contact information and other data relevant to the organization’s mission.

Secretaries opportuned to serve in multi-national companies, apart from all the record roles

mentioned above, are also responsible for keeping all official records. Harding (2017) stated that

Secretaries keep official records such as indemnities, service contracts debenture holders,

registers of directors, register of members and records of resolution. Secretaries must therefore

adopt effective records administration which includes keeping up-to-date contact details that is

names, addresses and telephone numbers for management committee, filing minutes and reports,

compiling lists of names and addresses that are useful to the organization, including those of

appropriate officials or officers of voluntary organizations, keeping record of the organizations

activities and keeping a diary of future activities.

With regards to taking and keeping minutes of meeting, Bacchino (2021) stated that the

Secretary should document actions that determine the fulfillment of legal duties, records

proceedings of a meeting including how decisions are made, the resulting actions and persons

responsible for it, clarify clearly what actually happened at a meeting and records all resolutions

adopted.

As a result of modernization in office routine, Secretary is expected to develop a meeting

“minute template”. May (2018) described meeting “minute template” as a sort of a standardized

minute content used in retrieving information and helping to reduce error. He maintained that it

has three sections as follows:

i. Logistics: includes date, time, list of those present and absent, name of the meeting chair

and recorder of the minutes;

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 ii. Minutes: a place where the actual minutes are noted.

iii. Actions: completed as the minutes are written and includes a list of the actions committed

to during the meeting with columns for actions to be taken, person’s responsible, time

lines and dates completed.

Every organization needs a Secretary who is committed, determined and courageous due

to the fact that record keeping is a tedious work. The Secretary must have good writing, note-

taking, summarizing and public speaking skills as well as some knowledge of procedures.

Kauchal (2016) maintained that Secretaries are responsible for ensuring the following record

keeping tasks:

i. Keeping an accurate set of minutes of each meeting in the records of the organization.

ii. Keeping an up-to-date membership list.

iii. Keeping a list of all committees and members.

iv. Handling the organization’s correspondence, distributing minutes to members and

notifying them of coming meeting.

v. Keeping necessary files for the organization’s archives

2.3.4 Human Relations Functions

Ahukannah and Ugoji (2018) defined human relations as the relationship which subsists

among people employed and working in an organization. Human relation depicts the formal and

informal activities and relationships resulting from the interaction of two or more people in an

organization. It determines the degree of team spirit among workers.

A Secretary must be conversant and apply human relations in carrying out his duties due

to its importance as advocated by Ahukannah and Ekelegbe (2018) that human relations

promotes team spirit and serves as an important tool for harmony and a great source of strength

9
to the organization. It enhances staff motivation resulting in high productivity. It also creates and

sustains job satisfaction thereby reducing absenteeism, truancy and inefficiency and promotes

discipline among staff and checks conflicts. Secretary must maintain good human relations with

his executive/boss, with other executives, with colleagues and with other employees.

2.4 Technology in the Modern Secretarial Services Environment

The modern Secretarial services environment is being heavily influenced by a wide array

of technological advancements that have revolutionized the way Secretaries carry out their tasks

and interact with their work environment. These technological tools and systems have

significantly increased efficiency, streamlined administrative processes, and expanded the role of

Secretaries as valuable contributors to organizational success.

The proliferation of digital communication tools, with email at the forefront, has

undeniably ushered in a profound transformation within the contemporary Secretarial landscape.

In recent years, these tools have emerged as essential assets, radically redefining the way

Secretaries operate (Smith & Johnson, 2022). Email, in particular, has emerged as the linchpin of

this transformation, offering Secretaries a seamless and expeditious means of correspondence

with colleagues, clients, and external stakeholders. The profound impact of this shift lies not only

in the speed at which messages can be exchanged but also in the newly found ability of

Secretaries to efficiently juggle multiple tasks. Beyond its role in communication, email has

catalyzed greater organizational efficiency by simplifying document management and fostering

rapid information dissemination. It has thus become an indispensable instrument, equipping

modern Secretaries with the agility and prowess required to excel in their roles.

In tandem with the prevalence of email, the modern Secretarial environment has seen the

rapid integration of a suite of online collaboration tools, with virtual meeting platforms like

10
Zoom and Microsoft Teams taking center stage as indispensable assets (Brown & Lewis, 2021).

These platforms have ushered in a transformative era of remote collaboration, fundamentally

altering the way Secretaries and teams interact. The significance of virtual meetings lies not only

in their capacity to transcend geographical barriers but also in the sheer convenience they afford.

Secretaries can now seamlessly participate in meetings and discussions from the comfort of their

own workspaces, eliminating the need for arduous commutes or international travel. This has not

only bolstered productivity but has also fostered a more inclusive work environment by

accommodating colleagues located in different regions or time zones. Moreover, these platforms

have become instrumental in ensuring business continuity during times of unforeseen disruption,

such as the COVID-19 pandemic, enabling teams to sustain their operations and remain

connected. Virtual meetings have evolved into multifunctional hubs, offering features like screen

sharing, chat, and collaborative document editing, thereby facilitating a wide array of tasks that

extend beyond traditional face-to-face meetings. The ease of scheduling, recording, and

archiving virtual meetings has enhanced information retention and accessibility, allowing

Secretaries to reference discussions and decisions with unprecedented convenience (Brindley et

al., 2019).

The integration of cloud computing represents yet another monumental shift in the

modern Secretarial environment, fundamentally revolutionizing the way Secretaries store,

access, and share files (Roberts & Davis, 2021). Cloud-based storage solutions, exemplified by

platforms like Google Drive and Dropbox, have ushered in an era of unparalleled convenience

and efficiency. The hallmark of cloud-based storage is its remarkable flexibility. Secretaries are

no longer tethered to physical file cabinets or limited by the constraints of office-based servers.

Instead, they can access critical documents and data from any location with an internet

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connection, whether it's the office, home, or even while on the go. This newfound mobility not

only streamlines daily operations but also empowers Secretaries to respond to urgent requests

promptly, regardless of their physical location. Moreover, cloud computing has transformed the

way files are shared and collaborated upon. Secretaries can effortlessly share documents with

colleagues, clients, or other stakeholders, granting them real-time access to the latest versions of

files. This collaborative capability not only enhances teamwork but also ensures that everyone

involved is working with up-to-date information. It's a far cry from the days of cumbersome

email attachments and version control challenges. Also, the cloud has significantly bolstered

document security. Cloud storage providers employ robust encryption and authentication

measures to safeguard files, making them less susceptible to loss or theft. Automated backups

and version control mechanisms further fortify data integrity. In the event of data loss or

accidental deletion, Secretaries can easily recover previous versions, ensuring business

continuity and peace of mind.

Task automation, driven by Robotic Process Automation (RPA) and Artificial

Intelligence (AI), has emerged as a pivotal dimension of the modern Secretarial environment,

catalyzing efficiency gains and redefining the roles of Secretaries (Adams et al., 2019). The

implementation of these technologies has led to a paradigm shift, liberating Secretaries from the

burden of mundane, repetitive, and time-consuming tasks, allowing them to redirect their efforts

toward more strategic and value-added responsibilities. One of the most prominent

manifestations of task automation is the use of chatbots. These AI-powered conversational

agents have gained widespread adoption in sectors ranging from customer service to

administrative support. In the Secretarial context, chatbots play a transformative role by handling

routine customer inquiries and administrative tasks. They can efficiently address frequently

12
asked questions, schedule appointments, provide information, and even facilitate basic problem-

solving. By offloading these tasks onto chatbots, Secretaries are unburdened from the

monotonous and often repetitive interactions, enabling them to allocate their time and cognitive

resources to more complex and strategic functions. Beyond chatbots, RPA technology offers a

versatile toolkit for automating a broad spectrum of office tasks. RPA bots can mimic human

actions, such as data entry, data extraction, document processing, and report generation, across

various software applications and systems. This automation not only expedites processes but also

reduces the risk of errors associated with manual data handling. Secretaries can leverage RPA to

streamline workflows, enhance data accuracy, and ensure compliance with standardized

procedures, all of which contribute to improved organizational efficiency. The integration of AI

and machine learning into the Secretarial environment extends beyond task automation. These

technologies can assist Secretaries in managing information overload by intelligently

categorizing, prioritizing, and summarizing large volumes of data. Natural Language Processing

(NLP) algorithms can be harnessed to analyze and extract insights from written or spoken

content, aiding in decision-making and information retrieval.

The advent of project management software has also had a significant impact on the

Secretarial profession. Secretaries can now efficiently track and manage projects, set milestones,

allocate resources, and monitor progress (Miller, 2018). These tools enhance organizational

efficiency and help Secretaries take on project management roles within their organizations.

2.5 Prospects and Opportunities for Secretarial Professionals in the Technological Era

The technological era offers a multitude of exciting prospects and opportunities for

Secretarial professionals to thrive and advance their roles within organizations. As Secretaries

13
embrace and leverage technology, they can enhance their efficiency, effectiveness, and overall

value, leading to career growth and new avenues for professional development.

One of the significant prospects that technology brings to the Secretarial profession is

increased efficiency in administrative tasks. Automation and AI-powered tools can handle

repetitive and time-consuming tasks, freeing up Secretaries' time to focus on more strategic and

complex responsibilities (Adams & Williams, 2019). This increased efficiency not only allows

Secretaries to manage workloads more effectively but also enables them to take on additional

projects and contribute to organizational success.

Technology presents opportunities for Secretaries to diversify their skill set and take on

new roles within organizations. With the integration of digital tools, Secretaries can become

valuable assets in decision-making processes by providing data-driven insights and analysis

(Taylor & Clark, 2020). Their expertise in managing information and communication becomes

crucial in supporting managers and executives in making informed choices.

Technology also fosters collaboration and teamwork among Secretarial professionals and

other departments. Virtual meeting platforms and online collaboration tools enable Secretaries to

work seamlessly with colleagues from different locations (Brown & Lewis, 2021). This

increased collaboration enhances communication and problem-solving, leading to more efficient

workflows and higher levels of productivity.

The ability to work remotely is another promising opportunity that technology provides

to Secretarial professionals. Cloud computing and virtual collaboration tools enable Secretaries

to access files and participate in meetings from any location with an internet connection (Roberts

& Davis, 2021). This flexibility not only promotes work-life balance but also allows

organizations to adapt to changing work trends and potential disruptions.

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 Moreover, technology opens new career pathways for Secretarial professionals. As they

acquire digital skills and adapt to the changing technological landscape, Secretaries can pursue

specialized roles in data management, project coordination, or digital marketing (Smith &

Johnson, 2022). These opportunities enable Secretaries to grow and advance in their careers and

contribute to the overall growth of their organizations.

Additionally, the integration of technology fosters continuous learning and professional

development. Secretaries must stay updated on the latest technological advancements and learn

how to effectively use new tools (Taylor & Clark, 2020). Organizations that invest in training

and development programs for Secretarial professionals can create a skilled and adaptable

workforce that can thrive in the digital age.

2.6 Challenges in Adapting to Technological Advancements

While technological advancements have not only brought numerous benefits to the

Secretarial profession, but have also introduced several challenges that Secretarial professionals

must navigate to effectively adapt to the rapidly changing technological landscape.

One of the primary challenges is the resistance to change among some Secretarial

professionals. With the integration of new technologies, Secretaries may feel apprehensive about

learning new tools and processes, especially if they have been accustomed to traditional methods

for an extended period (Adams & Williams, 2019). Overcoming this resistance requires effective

change management strategies, clear communication, and providing adequate training and

support to help Secretaries embrace technology with confidence.

Lack of proper training and skill development is another significant challenge faced by

Secretarial professionals in adapting to technological advancements. In some cases,

organizations may introduce new technologies without adequately training their Secretarial staff,

15
assuming that basic computer skills are sufficient. However, complex software and tools require

specialized training to utilize their full potential (Roberts & Davis, 2021). The absence of

comprehensive training can hinder Secretaries from effectively utilizing technology, leading to

decreased efficiency and potential errors.

Moreover, the rapid pace of technological change poses challenges for Secretaries in

staying up-to-date with the latest tools and trends. Technology evolves quickly, and new

software and applications are regularly introduced to the market (Smith & Johnson, 2022).

Keeping up with these changes requires continuous learning and upskilling. Secretaries must

invest time and effort in learning new technologies and enhancing their digital literacy to remain

competent and valuable in their roles.

In some cases, limited access to technology and inadequate infrastructure can present

challenges for Secretarial professionals, particularly in certain regions or organizations with

constrained resources (Brown & Lewis, 2021). Unequal access to technology can create

disparities in skill development and hinder the integration of technology into administrative

processes.

Additionally, concerns about job displacement due to automation and Artificial

Intelligence can cause anxiety among Secretarial professionals. The fear that technology may

replace certain tasks or even entire roles can lead to uncertainty about the future of the profession

(Taylor & Clark, 2020). Addressing these concerns requires organizations to communicate

transparently about the role of technology as an enabler rather than a threat and to emphasize the

value of human skills and expertise in conjunction with technological tools.

16
 2.7 Possible measures for addressing the challenges of modern office technology

to secretaries

1. Continuous Training and Skill Development: Secretaries need to stay updated with the

latest office software and technology. Employers should invest in regular training to ensure that

secretaries are proficient in using modern tools and software.

2. Adoption of User-Friendly Technology: Employers should choose user-friendly software

and equipment that do not have steep learning curves. This can help secretaries adapt to new

technology more easily.

3. Improved Technical Support: Providing readily available technical support can help

secretaries overcome technology-related issues quickly. Employers should have IT professionals

or support teams on hand to assist with any technical difficulties.

4. Flexible Work Arrangements: Implement flexible work arrangements, including remote

work options, so that secretaries can adapt to the changing demands of modern technology while

maintaining work-life balance.

5. Embrace Automation: Encourage the use of automation tools to streamline repetitive tasks,

allowing secretaries to focus on more value-added activities. This can improve efficiency and

reduce the burden of manual work.

6. Cybersecurity Training: In the era of technology, cybersecurity is crucial. Secretaries should

be educated about cybersecurity best practices to protect sensitive information and prevent data

breaches.

7. Collaboration Tools: Implement collaborative software and communication tools to facilitate

efficient communication and collaboration among team members. This helps secretaries manage

tasks more effectively.

17
8. Workplace Ergonomics: Ensure that the workplace is ergonomically designed to minimize

physical strain and discomfort when using modern office technology. This can help prevent

health issues.

9. Emphasize Soft Skills: While technology is essential, soft skills such as adaptability,

communication, and problem-solving remain crucial. Employers should value and foster these

skills in secretaries.

2.8 Summary

The word Secretary simply means a person who works in an office and manages the

organization. A Secretary, in an organization, performs different kinds of duties that ranges from

administrative, personal, record keeping and human relation functions. With the advent of

technology, the Secretarial profession witnessed transformative shifts in the mid to late 20th

century. These transformations have significantly increased efficiency, streamlined

administrative processes, and expanded the role of Secretaries as valuable contributors to

organizational success. As Secretaries embrace and leverage technology, they can enhance their

efficiency, effectiveness, and overall value, leading to career growth and new avenues for

professional development.

18
 CHAPTER III

RESEARCH METHODOLOGY

This chapter presents a description of the various methods and techniques used by the

researcher in collecting and analyzing data for the research.

3.1 Research Design

The research design used for this study was the survey design involving the collection of

data from a sample to describe the characteristics of a population.

3.2 Population of the Study

The population of the study consisted of 76 secretaries. A breakdown of the population is

shown in the table below.

Table 3.1: Study Population

S/N Organization Population

1. Niger State Polytechnic, Zungeru (Bida Campus) 7

2. Federal Medical Centre, Bida 26
3. Federal Polytechnic, Bida 43
TOTAL 76

3.3 Sample/Sampling Technique

No sampling was done as the total population was studied.

3.4 Research Instrument

The research instrument used to gather relevant information for the study was a

structured questionnaire. The questionnaire was based on the five point likert-like rating scale of;

Strongly Agree(SA) 5, Agree (A) 4, Strongly Disagree (SD) 3, Disagree (D) 2, Undecided (U) 1.

19
 3.5 Validation of Instrument

The research instrument used for this project work (the questionnaire), was submitted to

the supervisor and two other experts in the department for correction and advice. Their

suggestions were taken into consideration in drafting the final copy.

3.6 Administration of Instrument

Copies of the questionnaire were distributed personally to the respondents by the

researcher. A total number of 76 copies were administered and retrieved back through the same

medium.

3.7 Data Analysis Procedure and Techniques

The data collected from the administered questionnaire were analyzed statistically in a

tabular form using mean and standard deviation as the acceptance or rejection criteria.

Decision rule: Any item with mean cut-off point that is less than or equal to ≤ 2.44 was

regarded as “rejected” while any item with a mean cutoff point that is greater than or equal to ≥

2.50 and above was regarded as “accepted”.

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 CHAPTER IV

PRESENTATION AND ANALYSIS OF DATA

This chapter provides an analysis of data collected from the questionnaire. The analysis

was presented according to the order of the research questions.

4.1 Analysis of Personal Information

Research question 1: What are the prospects of using modern technology by Secretaries in the

selected organizations in Bida metropolis?

Table 1: Respondents mean rating of the prospects of using modern technology by Secretaries in

the selected organization in Bida metropolis.

N = 60

Prospects and Opportunities X S.D REMARKS

Increased efficiency 4.58 0.49 ACCEPTED

Diversification of skillsets 3.38 1.30 ACCEPTED
Enhancement of collaboration and teamwork 2.42 2.22 REJECTED
Possibility of working from remote locations 4.75 0.52 ACCEPTED
Fosters continuous learning and professional
development 2.75 1.90 ACCEPTED
Source: Field Survey, 2023

Table 1 above indicates increased efficiency (X = 4.58, SD = 0.49), diversification of skillsets (X

= 3.38, SD = 1.30), enhancement of collaboration and teamwork (X = 2.42, SD = 2.22),

possibility of working from remote locations (X = 4.75, SD = 0.52), fosters continuous learning

and professional development (X=2.75, SD=1.90) as the prospects of using modern technology

by Secretaries in the selected organization in Bida metropolis.

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Research question 2: What are the key challenges faced by Secretaries in the use of modern

technology in the selected organizations in Bida metropolis?

Table 2: Respondents mean rating of the key challenges faced by Secretaries in the use of

modern technology in the selected organization in Bida metropolis.

N = 60

Key Challenges X S.D REMARKS

Need for constant training to update skills and

competence to remain relevant 3.67 1.25 ACCEPTED
Limited access to technology 2.83 0.69 ACCEPTED

Inability to keep up with rapid pace of technology 3.35 1.41 ACCEPTED

Resistance to change 2.78 1.00 ACCEPTED
Source: Field Survey, 2023

Table 2 above indicates need for constant training to update skills and competence (X = 3.67, SD

= 1.25), Limited access to technology (X = 2.83, SD = 0.69), inability to keep up with rapid pace

of technology (X = 3.35, SD = 1.41), resistance to change (X = 2.78, SD = 1.00) were accepted as

the key challenges faced by Secretaries in the use of modern technology in the selected

organizations in Bida metropolis.

22
Research question 3: What are the possible measures that could be adopted to address the

challenges of modern office technology to Secretaries in the selected organizations in Bida

metropolis?

Table 3: Respondents mean rating of the possible measure that could be adopted to address the

challenges of modern office technology to Secretaries in the selected organization in Bida

metropolis.

N = 60

Possible measures X S.D REMARKS

Provision of opportunity for continuous training and skill

Development 4.33 0.57 ACCEPTED

Provision of unlimited access to technological tools 2.80 0.98 ACCEPTED

Adequate awareness of the ever-evolving nature of
Technology 4.33 1.11 ACCEPTED
Organizations of workshops to enlighten on the need for
technological tools 4.25 1.48 ACCEPTED
Source: Field Survey, 2023

Table 3 above indicates that provision of opportunity for continuous training and skill

development (X = 4.33, SD = 0.57), provision of unlimited access to technological tools (X =

2.80, SD = 0.98), adequate awareness of the ever-evolving nature of technology (X =

4.33, SD = 1.11),

organization of workshops to enlighten on the need of technological tools (X = 4.25, SD = 1.48)

were accepted as the possible measures that could be adopted to address the challenges of

modern technology to Secretaries in the selected organization in Bida metropolis.

23
4.2 Discussion of findings

What are the prospects of using modern technology by Secretaries in the selected

organizations in Bida metropolis?

The study revealed that the prospects of using modern technology in the selected organizations

included increased efficiency, diversification of skillsets, possibility of working from remote

locations and fostering of continuous learning and professional development. This is in line with

the assertation of (Adams and Williams 2019) that one of the significant prospects that

technology brings to the secretaries transformation within the contemporary secretarial

landscape. In recent years, these tools haveprofession in increased efficiency on administrative

and artificial intelligence tools.

What are the key challenges faced by Secretaries in the use of modern technology in the

selected organizations in Bida metropolis?

The findings in research question 2 revealed that need for constant training to update skills and

competence, limited access to technology, inability to keep up with rapid pace of technology and

resistance to change were the key challenges Secretaries face in the use of modern technology in

the selected organizations. This tallies with the conclusion of (smith and Johnson, 2022) that

technological change poses challenges for secretaries in staying up to date with latest tools and

trends.

What are the possible measures that could be adopted to address the challenges of modern

office technology to Secretaries in the selected organizations in Bida metropolis?

The study revealed that the possible measures that could be adopted to address the challenges of

modern office technology to Secretaries include provision of opportunity for continuous training

and skill development, provision of unlimited access to technological tools, adequate awareness

of the ever-evolving nature of technology and organization of workshops to enlighten the

24
Secretaries on the need of technological tools.One of the primary challenges is the resistance to

change among some Secretarial professionals.this tallies with the response of (Adams and

Williams, 2019) that overcoming the system require change in management benn Accustomed to

traditional methods for extended period (Adams & Williams, 2019). Strategies, clear

communication and providing adequate training and support to help secretaries enhance

technology with confidence

25
 CHAPTER V

CONCLUSION AND RECOMMENDATIONS

5.1 Conclusion

The study highlighted the dual nature of using modern technology for Secretaries in selected

organizations in Bida metropolis, highlighting both its promising prospects and significant

challenges. The positive outcomes include increase efficiency, skill diversification, remote work

possibilities and continuous professional development. Conversely the challenges includes the

need for constant training, limited access to technology, difficulty in keeping up with rapid

advancements, and resistance to change pose notable hurdles.

5.2 Recommendations

Based on the study's findings, the following recommendations are proposed:

i. Organizations should invest in comprehensive training and retraining programs to enhance

the digital literacy and technological skills of secretarial professionals. Providing workshops,

online courses, and access to learning resources can empower secretaries to embrace new

technologies confidently.

ii. Increase access to technology: Employers should increase access to technology by

providing the Secretaries with the necessary tools and equipment to perform their job effectively.

This can include computers, softwares and other devices that are essential to their work.

26
 REFERENCES

Adams, R., & Williams, J. (2019). Leveraging Technology for Increased Efficiency: Prospects
for Secretarial Professionals. Journal of Administrative Studies, 28(4), 220-235.

Brindley, J.E., Walti, C. and Blaschke, L.M. (2019). Creating effective collaborative learning
groups in an online environment. The International Review of Research in Open and
Distributed Learning, 10(3).

Brown, L., & Lewis, S. (2021). Addressing Infrastructure Challenges in Technology Integration
for Secretarial Roles. Technology and Administration Review, 15(1), 30-45.

Johnson, M. (2018). The Changing Role of the Secretary: From Typewriters to AI.
Administrative Trends, 6(4), 220-235.

Marcio, O., Sofia, G., Marlene, S., Joao, M.L. and Tania, S. (2021). Valuation of the Secretarial
Profession in the Current Organizational Context. International Journal of
Entrepreneurship, vol. 25

Miller, A. (2018). Expanding Roles: Secretaries as Strategic Decision-Makers. Strategic

Administration Journal, 42(2), 95-110.

Roberts, P. (2020). Digital Revolution in the Workplace: Impact on Secretarial Tasks and
Responsibilities. International Journal of Office Technology, 10(4), 220-235.

Smith, J. (2018). The Evolution of Secretarial Roles: From Clerical Support to Strategic Partners.
Office Management Journal, 15(2), 75-90.

Smith, J., & Johnson, R. (2022). Digital Communication Tools in the Modern Secretarial
Environment. Journal of Office Technology, 25(3), 145-160.

Taylor, E., & Clark, L. (2020). Leveraging Data Analytics: The Expanding Role of Secretaries in
Decision Support. Journal of Knowledge and Information Management, 28(2), 75-90.

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 APPENDIX

Department of Office Technology and Management,

School of Information Communication and Technology,

The Federal Polytechnic, Bida,

P. M.B 55,

Bida, Niger State.

20th October, 2023

Dear respondent,

I am a Higher National Diploma (HND) student in the above department and institution

and currently carrying out a research work on the topic: the prospect and challenges and of

modern technological secretaries in selected organizations in Bida metropolis.

The questionnaire is designed for the purpose of gathering information for the study in

partial Fulfilment of the requirement for the award of Higher National Diploma (HND). In

Office Technology and Management.

Every information given shall be kept confidential and used strictly for academic

purpose.

Please read and tick (√) the most suitable answer to the questions in the tables.

Thanks for your cooperation.

Yours faithfully

Abur David Aondofa

28
 QUESTIONNAIRE
THE PROSPECTS AND CHALLENGES OF MODERN TECHNOLOGY TO
SECRETARIES IN SELECTED ORGANIZATIONS IN BIDA METROPOLIS
Please tick (√) in the appropriate boxes and supply answers directly where necessary.

SECTION A:

Name of Organization:…………………………………………………………………………

SECTION B
Please tick the appropriate option in the spaces provided using the following guides:
Strongly Agree (SA) = 5 Points, Agree (A) = 4 Points, Strongly Disagree (SD) = 3 Points,
Disagree (D) = 2 Points, Undecided (U) = 1 Points
Research question 1: What are the prospects of using modern technology by Secretaries in the
selected organizations in Bida metropolis
Prospects and Opportunities SA A SD D U
Increased efficiency
Diversification of skillsets
Enhancement of collaboration and teamwork
Possibility of working from remote locations
Fosters continuous learning and professional development
Research question 2: What are the key challenges faced by Secretaries in the use of modern
technology in the selected organizations in Bida metropolis?
Key Challenges SA A SD D U
Need for constant training to update skills and competence
to remain relevant
Limited access to technology
Inability to keep up with rapid pace of technology
Resistance to change
Research question 3: What are the possible measures that could be adopted to address the
challenges of modern office technology to Secretaries in the selected organizations in Bida
metropolis?
Possible measures SA A SD D U
Provision of opportunity for continuous training and skill
Development
Provision of unlimited access to technological tools
Adequate awareness of the ever-evolving nature of
Technology
Organizations of workshops to enlighten on the need of
technological tools

29