INFLUENCE OF MODERN COMMUNICATION EQUIPMENT ON SECRETARY

PERFORMANCE
(A CASE STUDY OF FEDERAL POLYTECHNIC OFFA)

BY

OYELAKIN SAMUEL OLUMIDE OM/ND/P19/2512

OWOLABI WALIYAT AYOBAMI OM/ND/P19/2510

SUBMITTED TO THE:

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT (OTM)

SCHOOL OF COMMUNICATION AND INFORMATION TECHNOLOGY
THE FEDERAL POLYTECHNIC, OFFA, KWARA STATE

IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD OF

NATIONAL DIPLOMA (ND) IN OFFICE TECHNOLOGY AND MANAGEMENT

December, 2021

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 CERTIFICATION

This is to certify that this project has been read and approved has meeting the

requirement for the Award of National Diploma (ND) in Office Technology and Management,

The Federal Polytechnic Offa, Kwara State.

________________________ _______________________
Mrs. R.O. Immam DATE
Project Supervisor

________________________ _______________________
Mr. M.A. Iyiola, DATE
Head of Department

________________________ _______________________
External Supervisor DATE

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 DEDICATION

This project is dedicated to our lovely parents for their guidance and
protection over us.

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 ACKNOWLEDGEMENT

We give glory, honor, adoration, praises and thanksgiving to Almighty God, he who has
spared my life and given me the grace and opportunity to complete this programme.

Our profound gratitude is recorded to our dynamic and hard-working supervisor

Mrs. R.O Immam, for the guidance, corrections suggestions and fatherly advice throughout the
conduct of this research work. May Almighty Allah increase your knowledge.

With deep sense of appreciation, our gratitude also goes to the capacity Head of
Department, Office Technology and Management Mr. M.A. Iyiola, and all my lecturers in the
department (Late) Dr. S Yusuf, Mrs A.A Ifeolu, Mr. M.A. Iyiola, Mrs. R.O Immam,
Mr. G.O Asimegbe, Mr. W.O Hassan Mrs. R. Yusuf, Mr. E. Adegbe for the intellectual and
moral training they have impacted on me. I pray God Almighty protect you all.

Our sincere appreciation goes to our wonderful parents that know the gravity of
eructation over ignorance, we want to say a big thanks for the financial, spiritual and moral
support at all times. May Almighty Allah spare your life with good health to eat the fruit of your
labour.

Greeting and appreciation to all my friends and course mate for the love we have shared
together throughout our programme and the entire O.T.M class of 2021(p19). I say thanks to
you all, may God in his infinite mercy continue to show his blessing upon you all.

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 TABLE OF CONTENTS

Title page i

Certification ii

Dedication iii

Acknowledgement iv

Table of Contents v

Abstract vi

CHAPTER ONE: INTRODUCTION

Background to the Study 1

Statement of the Problem 2

Purpose of the Study 2

Research Questions 3

Significance of the Study 3

Delimitation of the Study 3

Definition of Terms 4

CHAPTER TWO: REVIEW OF RELATED LITERATURE

Review of Related Literature 5

Introduction 5

The reasons for Modern Office Equipment 5

Modern Equipment as Compared with the Old Equipment in Secretarial Field 6

Problems Secretaries Encounter in the use of this Modern office Equipment 9

Summary of literature reviewed 10

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CHAPTER THREE: RESEARCH METHODOLOGY

Research Design 11

Research Population 11

Sample and Sampling Techniques 11

Research Instrument 11

Validity of the Instrument 12

Reliability of the Instrument 12

Administration of the Instrument 12

Procedure for Data Analysis 12

CHAPTER FOUR: PRESENTAION AND ANALYSIS OF DATA

Presentation and analysis of data 13

CHAPTER FIVE: SUMMARY, CONCLUSION, AND RECOMMENDATIONS

Summary of findings 21

Conclusion 21

Recommendations 21

Reference 22

APPENDIX I 23

APPENDIX II 24

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 ABSTRACT

This research study examined “INFLUENCE OF MODERN COMMUNICATION

EQUIPMENT ON SECRETARY PERFORMANCE (A CASE STUDY OF FEDERAL
POLYTECHNIC OFFA)” the main purpose of the study is to extensively discuss the meaning of
modern communication and it effect on the job performance of secretaries in Federal
Polytechnic Offa Kwara state. Four research questions and four research hypotheses were
prepared by the researcher in order to find solution or answer to the topic, the researcher makes
use of descriptive research method because of its efficient, accurate and reliable the instrument
is in order to get the research design, the researcher used forty (40) staff out of the total number
of the population size, the random sampling techniques is used in the selection of the staff. In
analyzing the questions the researcher adopted were tabulated and itemed according to
responses sought in the questionnaire. According to findings it is discovered that majority of the
respondents strongly agreed that the introduction of modern office technology has greatly
increased the effectiveness and productivity of the secretary. And in summary the research
recommends that secretaries should be willing to learn new things every day, they should not
rely on their old knowledge as in area of modern office equipment.

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 CHAPTER ONE

INTRODUCTION

Background of the Study

In discussing the influence of modern communication equipment on. Secretary

performance in institution; two factors are to be recognized. Technological growth and
institution structure. Institution here does not mean only structure but includes aspects of
interactions between people and lectures in achieving set institution goals. It is said that
successes of any person or institution depends largely on information available to a human
person and the constant modification of modern communication equipment that is fully up-dated
with modern information.

This ascertains brings us to the purpose of an office which includes the following:
Administration, clerical work, money handling information communication systems which is an
embodiment of secretarial operations. Office as a mini-social system according to Akomi (2003)
plays important roles in defining responsibilities. For the aforementioned reasons the secretary
must be available to institute and run the office completely. Here the secretary is seen as an
executive assistant who has a mastery of Office institution skills. She has to be familiar with the
manipulation of the modern communication equipment which is made to enhance his/her
performance. Office automation provides increased productivity through improved access to
data, faster responses to customer demands and faster decision makings. The inventions of
modern office equipment were necessitated as a result of the growth in large scale enterprises
and also as a technological breakthrough. The office therefore relies much on sophisticated office
equipment in order to cope with the ever-increasing activities in the institution. A professional
secretary according to Harrison (2014) is defined, as an assistant to an executive who process
mastery of office skills and ability to assume responsibility without direct supervision, display
initiative exercise judgment and make decisions within the scope of her ability. He/she is also
qualified by training, experience and temperament and is able to perform those vital duties
assigned to him/ her efficiently and effectively.

The introduction of modern office equipment such as electronic typewriter, dictating

machines, photocopying machines, telephones, word processing machines, mailgram, facsimile,

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coliating machine, conferencing microfilm etc, have brought about great increase in speed,
efficiently and economy of professional secretaries. Office automation according to Odina
(2015) is the mechanization of organization through the use of modern machines in order to
increase scale of production of the secretary which in turn leads in market widening and profile
maximization. More than ever before, volumes of information now be transmitted by telephone
and telegraphic facilities as well as the computer over vast distance at an amazing speed.

Moreover, modern science has contributed in no small measure to improving living

condition of humanity as well as efficiency of professional secretary. These automation reduce
the hard boring work which often a company during repetitive tasks such as typing numerous
memo, filing and copying. Professional secretaries in a modern office now spend less time typing
routine correspondence because of the equipment available. Automated office reduces the
frequency of errors which are totally terminated in an automated office. The extent of automation
generally depends large on the available funds, volume of Work and cost benefit to an
organization. Whether an organization uses an automated office or not, the role of a secretary
cannot be over emphasized. Since office automated tend to take over the duties normally
performed by a secretary, it is essential that the secretary is well trained in this respect so as to be
able to operate the machines and equipment effectively and efficiently.

Statement of the Problem

The secretarial professions have witnessed a tremendous change in terms of technological

advancement. Modern office equipment has taken the toll of events with the growing rate of
scientific and technology which are used in manufacturing industries to facilitate office work and
reduce labor costs. They Include: electronic typewriters, printer, telephone, computers, dictating
machines and recording machines etc.

Purpose of the Study

The main purpose of this study is to examine the influence of modern office equipment on
the job performances of secretaries in Federal Polytechnic Offa. The specific purpose is to:

1. Identify the modern office equipment that enhances the job performance of secretaries in
Federal Polytechnic Offa, Kwara state.

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2. Examine the time spent to perform a task using these equipments in Federal Polytechnic
Offa.
3. Examine the cost brought about by the installation of this equipment in Federal Polytechnic
Offa.

Limitation of the Study.

This study is delimited only to Federal Polytechnic Offa in Kwara State and seek to find
out the effect of modern office equipment on the job Performances of secretaries in institution.
The categories of people to be studies in Federal Polytechnic Offa in Kwara State are:

1. Designated employed secretaries

2. Clerks whose function has been enveloped by modern office equipment
3. Institution Management
4. Operatives.

Research Questions

The following questions were designed by the researcher to enable her Reach conclusions
such as:

1. To what extent has the time spent to perform a work with this equipment assisted the
secretary in the discharge of her duties?

2. How the modern office equipment does enhanced the job performance of secretaries in
Federal Polytechnic Offa in Kwara State?

3. To what extent has the cost of installation of this equipment brought about reduction in
expenses in Federal Polytechnic Offa?

Significance of the Study

This study will be of great value to the professional secretaries and society in general as
well as institution firms like in Federal Polytechnic Offa in Kwara State. The knowledge exerted
from the study will be beneficial to secretaries in the discharge of their duties and will definitely
encourage new Innovations in office automation and information Technology.

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Definition of Terms

Secretary: Any Personal who is trained in the communication, Shorthand and typewriting,
storage and retrieval of information.
Communication: This is the arrangement of work with division of activities and with the
allocation of duties authority and responsibilities.
Duplicator: Duplicating is a process whereby a number of copies are obtained with the help of a
master copy.
Accounting Machines: Every office has to provide accounting. Services to the organization.
Sealing Machine: This machine is used to automatically moisten the flaps of envelopes and seal
them properly.

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 CHAPTER TWO

REVIEW OF RELATED LITERATURE

This chapter deals with review related literature and the following sub-headings will be discuses:

The reasons for modern office equipment

Modern equipment as compared with the old equipment in secretarial field.

Problems secretaries encounter in the use of this modern office equipment.

Summary

The Reasons for Modern of Face Equipment

Speed
Time saving
Accuracy
Memory storage
Lower cost
1. Speed: Modern office equipment perform most duties at unique speed. These they process
information needed by the management in policy making about decision taking. Akpomi
(2003) stated that copying machine is a quick and simple method of making copies of
documents. A single copy or a number of copies can be made depending on the size of the
machine one is using. Cameron (2012) stated that an efficient secretary making use of
electronic Typewriters produces work at twice or three times the speed of a clerk using
Manual typewriter.
2. Time Saving: Cameron (2012) said that as exact copies or the original are made to be
checked. This saves time. He also should that the mistakes which are too many in hand
writer method of recording data especially calculations are inevitably difficult to locate and
much valuable time and money can be spent in searching for them. Such delay means that
information available to management is neither readily obtained nor up-dated. Also these
delays may prove costly since statement sent out late mean late statement of account,

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 extending credit and increased risk of bad debts. But machines make the computer system
has facilities to spot and correct present in a text.
3. Accuracy: It is a clear and well established fact that modern office equipment has the ability
to produce more reliable out-put, once correct data are feeding Ezoem (2015) stated that in
carrying out multi-entries, all the entries are Similar and therefore correct. These would be
less need to spend time correcting errors and customer’s good will improve as typing of
invoice are more likely to be accurate.
4. Memory Storage: Computer system, Word Processor, IBM electronic typewriter etc have
the ability to store information within built mechanism itself and filed for future use.
Anyakoha (2002) explained that the active storage, of the computer holds the operating
programme and data which is used by the secretary.
5. Lower Costs: The validity of this benefit of modern office equipment is dependent on the
visitation of any office with developed automation. Forster (1990:1979) disclosed that
procuring equipment like the computer or word processor has a great impact on the number
of copy-typist employed by a large organization (manufacturing industries).
6. More Information: The use of modern office equipment makings information available to
and widely used office machines are punched card machines, which put information in such
a form that it can be easily handled for any member of subsequent operation office
automation technology into office operation has made secretarial duties less arduous and its
mental strain reduce the impact of modern office equipment on the job performances of
secretaries in organization. This can be summarized into less physical effort, higher skills
and aptitudes, removal of ineptitude tasks, better salaries, usefully busy and so on. Highly
skilled personnel is thought for by*manufacturing industries nowadays. And to this effects,
russon, mulkene and year man advocated that the more productive a secretary is, the more
the industries can afford to pay within reasonable limits and hence more employment
opportunities for secretaries. According to Aromolaran (2003) “office equipment minimize
likely frauds which could arise from the numerous mathematical calculations done in the
offices
Modern equipment is compared with the old equipment in secretarial field.

Hence the main considerations were based on cost and speed convince afforded by the
use of these machines. Frequent machines work because fatigue, which consequently leads to

13
low productivity, however, with the expansion of office and its activities these manual means of
carrying out work becomes inadequate so, the introduction of modern office equipment bought
about a revolution in the office occupation.

Akpomi ME (2003) agrees that the introduction of modern office equipment was
necessitated by the need to cope with the increased work in the office. He also pointed out that
the cost of producing the modern machines like electronic typewriter word processor, computers
and so on are very expensive because of the presence of these modern equipment, convenient is
assured in the discharge of most secretarial duties as it relieves much physical and mental efforts.

In the course of discharging secretarial duties, the secretary can either use directly or
come in contact with the problems encountered in secretarial profession thereby making the
work less burdensome, and more enjoyable. Few of such equipment are word processor,
electronic typewriter, computer, dictating machine, photocopying machine.

Word Processor: it is made up to the keyword, the Visual Display Unit (VDU), the magnetic
storage, the printer, this equipment not only increases productivity but also reduces costs and
make less tedious.

The word processors have an in built dictionary which is used to locate wrong spellings
so as to correct them. This is of great help to the secretary who may have a lot of other word to
do and need not retype text thereby dirtying the Paper if she was using ordinary manual
typewriter.

Electric typewriter: According Cameron (2008) electric typewriter has gained steady popularity
both to the employer and the secretary who use them. This machine is an improvement on the
manual typewriter and has a lot of advantages. It is electrically operated and works
automatically; however, its advantage is evidence on its dependence on power’s heartiness and
cost.

Electronic Typewriter: This is the latest development in the advancement of electric typewriter.
A secretary who has this equipment within her reach will be relived of much burden of the job; It
also works automatically.

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Dictating machine: this type of machine is used for recording documents by secretaries
especially if the message are technical confidential or different from the secretary understanding
without face to face explanation. Routine dictation is handled by this machines thus saving the
time the secretary will spend in training notes.

This equipment is very an advantage in the sense that he executive time is saved. The
recorded disc is module and a permanent records or dictated matter is made on the other hand the
disadvantage are evidence in its possibility to break down and dependence on power it may also
result to the loss of the speed of the secretary.

Photocopy machine: This reproduces ‘a replica for document and the methods is of course
quick Akpomi (2003) maintained that the great advantage of copies is that there is no need to re-
write or re-type. The secretary is saved from the resultant burden of repeating works.

Facsimiles transceivers: This electronic mail system which facilities and efficient
communication. It transmits and receives exact copies any kind of original document especially
those that have to do with either typed, written or drawn diagrammatic information lover
everybody telephone line a minute the original document is placed into machine and recipient
then places a blank sheet of paper in his machine ready to receive copy of the original document.

Addressing machine: This is used where repetitive information has to be written into document
and lists. Akpomi (2003) states that the addressing machine can be used for addressing envelops,
grumed labels, circulars, post machines statement etc the advantages inherent in the use of this
machines is that it allows for the use of same name and address or any repetitive data to be
reproduced as many times as required form one master plats.

Teleprinter: This is used to distance Nwosu (2011) described the machine as hung resemblance
of typewriter and reproduce massages simultaneously on both sending receiving.

Duplicating machine: Every secretary is in constant use of this machine in the office. The
machine has replaced hand copy typing and making carbon which were method long employed
in the offices and capable of producing rapidly and in expensively and given number of copies of
forms, circular and many other documents which may be needed at any points in time. It makes
use of stencil or spirit.

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Accounting machine: This machine is known to perform routine book keeping and related tasks
in a single operation. This machine helps the secretary in discharging her duty in the work place
with much brain work multiple mistakes.

Calculating machine: This machine perform very easily the addition, subtraction, multiplication
and division operation, thus enabling the management to be provided with an immediate source
of information thereby eliminating likely time wastage on the part of the office work. The type of
calculating machine used in the offices depend mainly on the need of the offices.

Problems Secretaries Encounter in the Use of This Modern Office Equipment

In discussing these problems reference is made to the View of some authors who have
death with this topic.

Silver and Silver (1981) stated that, the problems, associated with use of modern office
equipment he heavily with cost of maintained. The cost of repairing and maintaining most
modern office equipment is very high, that they are dumped into office making secretaries who
are acquainted with the equipment handicapped to take their tasks.

Lucas (2007) explained the relevant expenses in the form of cost of stationery link,
training of staff and special pay for such staff are problems of procuring modern office
equipment. He further said that these modern office equipment reduces in efficiency on the pant
of the secretary so a breakdown of the machines could reveal such in efficiency. Mayer (2007)
pointed out that the problems secretaries encounter in the manipulation of some these modern
office equipment such as electric typewriter and in fact all electrically driven equipment lie the
fact the power supply is not always constant and can disappoint the secretary by getting her
stocked in the midst of carrying out a task.

Azuka (2000) said that secretaries prefer taking shorthand dictation and transcribing it on
their own than using dictating machines because of loss of speed and damages of tapes on transit.
He pointed out also that inter personal relationship is minimized between a secretary and her
boss. It is necessary to note that since the cost of producing these modern office equipment, is
high and secretaries? Cannot work effectively because of breakdown of most of these equipment,
business organizations should train personnel who are specialists in the repair of these machines.

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The organization should Endeavour to get power generators to off-set the effect of power failure
on the performance of secretaries duties.

Summary

In this chapter, the researcher discussed extensively the cross-fertilize views of reputed
authors concerning the issue of the modern office equipment and its effects on the job
performance of secretaries in an organization. The history of some of these modern office
equipment was briefly mentioned.

The major reasons for Modern Office Equipment are Speed, Time saving, Accuracy,
Memory Storage, Lower cost. The benefits of these equipment were also discussed, the old and
new equipment were compared. The comparison was made in terms of cost, labor saving,
timesaving, speed e.t.c. Modern equipment as compared With the old equipment in secretarial
field is the main consideration were based on cost and speed convince afforded by the use Of
these machines. Frequent machines work because fatigue, which consequently leads to low
productivity, however, with the expansion of office and its activities these manual means of
carrying out work becomes inadequate so, the introduction of modern office equipment bought
about a revolution in the office occupation. Finally the equipment was given and the problems
encountered by the secretaries were also mentioned together with possible solution.

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 CHAPTER THREE

RESEARCH METHODOLOGY

This chapter will clearly state the methods and procedures used in gathering and
analyzing data through the following sub-headings:
Research Design

Population of the Study

Sample and Sampling Techniques

Research Instrument

Validity of the Instrument

Reliability of the Instrument

Administrative of the Instrument

Data Analysis

Research Design

According to Asika (2001) and Wimmer (2007), research design is the structuring of
investigation aimed at identifying variables and their relationship to another.

The researcher intends to use the descriptive design survey method with the use of
questionnaire. A reasonable solution will be proffered to the research problems earlier
mentioned.

Population

The population for the study will comprise (130) respondents of federal polytechnic Offa
which includes the Managers, Secretaries and other Staff in the organizations.

Sample and Sampling Techniques

The sample for this study would be (50) staff of federal polytechnic Offa Kwara State.
Random Sampling Techniques would be used.

Research Instrument

The instrument to be used by the researchers to carry out this research work is
questionnaire. This becomes necessary to gather accurate information for the study. The
questionnaire is in a printed form and it would be distributed to the staff of federal polytechnic
Offa Kwara State. The questionnaire is divided into two parts. The first part which is section (A)

18
centers on personal data of the respondents such as name, sex, marital status, education
qualifications etc. while the second the part which is section (B) centers on the research work.

Validity of the Instrument

Before the questionnaire would be distributed, a copy of questionnaire would be given to

the project supervisor, for corrections and necessary amendments to ensure that it corresponds or
in line with the content of the study.

Reliability of the Instrument

The reliability refers to the degree of variables errors. In a measurement, this means the
extent to which the measurement is free of variables errors.

To determine the accuracy of the information supplied by respondents on this research, a

study was conducted, after the study; a test-re-test was also done to know the consistency of the
information supplied. At the end of the retest, the instrument was guaranteed accurate and
acceptable.

Administration of the Instrument

The researchers would distribute (50) questionnaire to the staff of federal polytechnic
Offa Kwara State and it will last one week before collection by the researcher, so that they would
have enough time to attend to the questions and answer them conveniently and appropriately.

Data Analysis

All the questionnaire returned would be analyzed in tabular form with the use of chi-
square (x2) method. This would, therefore, be based on the data collected and the researcher’s
interpretation of the data through questionnaires.

This can be interpreted as follows:

Chi-square

(χ2) =∑ (O - ԑ)
E
Interpretation:

∑ = Summation

O = Observation

ԑ = Expected value

Hypothesis will be tested at 0.05 level of significance.

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 CHAPTER FOUR

PRESENTATION AND ANALYSIS OF DATA

This chapter deals with the presentation and analysis of data collected through the use of
questionnaire developed by the researchers that was sent out. The whole one hundred and twenty
(120) that was distributed were returned. For the purpose of understanding and easy reading the
data is presented in percentages. Responses for each question was treated accordingly.

TABLE 2 Sex of Respondents

RESPONDENTS FREQUENCY PERCENTAGE

MALE 77 34.2%
Female 100 65,8%
TOTAL 177 100%
This table shows that 34.2% of the respondents were male and 65.8 were female.
TABLE 3 Age of Respondents

RESPONDENT FREQUENCY PERCENTAGE

18-30 120 98%
30-50 57 1.7%
50-70 - -
TOTAL 177 100%
This table shows that 98.3% of the respondents were between the ages of bracket of 18-30, 1.7%
were between the ages 0f 30-50.
TABLE 4 Education and Qualification

RESPONDENT FREQUENCY PERCENTAGE

O’LEVEL 17 4.2%
NCE/ND 100 60%
HND/BSC 30 33.3%
PHD 10 0.8%
OTHERS 20 1.7%
TOTAL 177 100%

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This table shows that 4.2% were 0’ level holders, 60.0% were NCE/ND holders, 33.3% Were
HND/BSC holders, 0.8% were PGD holders and 1.7% were others
TABLE 5 Marital Status

RESPONDENT FREQUENCY PERCENTAGE

SINGLE 117 81.7%
MARRIED 60 18%
WIDOWED - -
SEPARATED - -
TOTAL 177 100%
The table shows that 81.7% of the respondents were single and 18.3% were married.
TABLE 6: Do you agree that modern office technology simply means the application of
technology into modern office?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 80 67%
Agreed 40 33%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 80 respondents representing 67% of the respondents strongly
agreed that modern office technology is the application of technology into modern office, 40
respondents representing 33% agreed. Based on this information, we can say modern office
technology is the application of technology into modern office.

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TABLE 7: Do you agree that the secretary likely to be more efficient and productive with the
use of modern office technology?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 70 58%
Agreed 50 42%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 70 respondents representing 58% of the respondents strongly
agreed that secretary are likely to be more efficient and productive with the use of modern office
technology, 50 respondents representing 42% agreed that with modern office technology
secretary will be more efficient and productive.
TABLE 8: Do you agree that technology act as stimulant to the secretary in an organization?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 75 63%
Agreed 45 37%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 75 respondents representing 63% of the respondents strongly
agreed that technology act as stimulant to the secretary in an organization, 45 respondents
representing 37% agreed, and none of the respondent disagreed. This means that technology can
act as stimulant to the secretary in an organization.

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TABLE 9: Do you agree that modern office technology act as aid that can assist the secretary in
her work place?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 120 100%
Agreed - -
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 120 respondents representing 100% strongly agreed that
modern office technology can act as aid that can assist the secretary in her work place.

TABLE 10: Do you agree that there’s any likelihood that modern office technology can take
over the job of the secretary?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 25 21%

Agreed 15 12%

Strongly disagreed 50 41%

Disagreed 35 29%

Total 120 100%

The above table shows that 25 respondents representing 21% of the respondents strongly
agreed that there is a likelihood that modern office technology can take over the job of the
secretary, 15 respondents representing 12% agree while 50 respondents representing 41%
strongly disagreed, 35 respondents representing 29% disagreed. This shows that modern office
technology cannot take over the job the secretary.

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TABLE 11: Do you agree that secretaries are likely to be more efficient and productive with the
use of modern office technology?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 85 71%
Agreed 35 29%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 85 respondents representing 71% of the respondents strongly
agreed that secretaries are more efficient and productive with the use of modern office
technology, 35 respondents representing 29% of the respondents agreed. This implies that with
modern office technology secretaries are more efficient and productive.

TABLE 12: Do you agree that secretary must endeavor to be versatile in using modern
equipment in order to sustain job?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed - -
Agreed 10 8%
Strongly disagreed 70 58%
Disagreed 40 33%
Total 120 100%

The above table shows that 10 respondents representing 8% of the respondents agreed
that technology cannot act as a stimulant to the secretary while 70 respondents representing 58%
of the respondents strongly disagreed, 40 respondents representing 33% disagreed. This shows
that technology can act as stimulant to the secretary in the organization.

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TABLE 13: Do you agree that modern office technology cannot act as aids that can assist
secretary in her work?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed - -
Agreed - -
Strongly disagreed 60 50%
Disagreed 60 50%
Total 120 100%

The above table shows that 60 respondents representing 50% of the respondents strongly
disagreed that modern office technology cannot act as aids that can assist secretary in her work,
60 respondents representing 50% disagreed. This means that modern office technology can act as
aid that can assist the secretary in her work.

TABLE 14: Do you agree that there is no likelihood that modern office technology can take over
the secretary in the organization?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 70 56%
Agreed 35 29%
Strongly disagreed - -
Disagreed 15 12%
Total 120 100%

The above table shows that 70 respondents representing 58% of the respondents strongly
agreed that there is no likelihood that modern office technology can take over the secretary in the
organization, 35 respondents representing 29% agreed, while 15 respondents representing 12%
disagreed. This shows that there is no way in which modern office technology can take over the
secretary in the organization.

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TABLE 15: Do you agree that application of modern office technology will not upgrade the
work of a secretary?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed - -
Agreed - -
Strongly disagreed 80 67%
Disagreed 40 33%
Total 120 100%

The above table shows that 80 respondents representing 67% of the total respondents
strongly disagreed that the application of modern office technology will not upgrade the work of
a secretary, while 40 respondents representing 33% disagreed. This implies that modern office
technology will upgrade the work of a secretary.

TABLE 16: Do you agree that application of modern office technology work will be more
effectively done?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 75 62%
Agreed 45 38%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 75 respondents representing 62% of the total respondents
strongly agreed that with the application of modern office technology work will be more
effectively done, 45 respondents representing 38% of the respondents agreed. This shows that
with the use of modern office technology work will be more effectively done.

26
TABLE 17: Do you agree that modern office technology can relieve secretaries of routine, time
consuming and repetitive work?

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 65 54%
Agreed 55 46%
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that 65 respondents representing 54% of the respondents strongly
agreed that modern office technology can relieve secretaries of routine, time consuming and
repetitive work, 55 respondents representing 46% agreed, this shows that with modern office
technology secretaries will be relieve of routine, time consuming and repetitive work.

TABLE 18: Do you agree that in spite of the technology invasion in our office today,
professional secretaries are still needed.

ALTERNATIVE NO OF RESPONDENTS PERCENTAGES

Strongly agreed 120 100%
Agreed - -
Strongly disagreed - -
Disagreed - -
Total 120 100%

The above table shows that data presented in the table above shows overwhelming
agreement among the respondents. This implies that In spite of technological invasion in our
offices today, professional secretaries are still indispensable.

27
 CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS

Summary

It is said that successes of any person or organization depends largely on information

available to a human person and the constant modification of modern communication equipment
that is fully up-dated with modern information. This ascertains brings us to the purpose of an
office which includes the following: Administration, clerical work, money handling information
communication systems which is an embodiment of secretarial operations. Office as ‘ a mini-
social system according to Farber and Barr 1979 plays important roles in defining
responsibilities. For the aforementioned reasons the secretary must be available to organize and
run the office completely.

Conclusion

Based on the finding on the research topic the effect of modern communication
requirement on the job performance of a secretary, secretaries has failed to operate modern
communication equipment which is as a result of sending and receiving information.

It has made impact in making their communication processor easy create efficient
information.

Recommendations

The modem communication requirement which has been an improvement in the

technology sector to aid the communication process of secretary to the out word. It has tended to
create efficient information and control number of duties delegation.

I recommend that more effective modern communication should be invented and to assist
the performance of secretaries in an office.

28
 REFERENCES

Akpomi ME (2003). Effects of Modern Office Technology as Perceived by Secretaries Bus. Edu.

Anyakoha EU (2002). Welcome address at the 3rd National conference of HERAN held at
Princess Alexandra Unity Hall, University of Nigeria Nsukka 14-17 September.

Aromolaran EA (2003). An Evaluation of the Continuous Relevance of Secretaries in the

Automated Office. Bus. Edu.

Azuka EB (2000). Challenges of a Professional Secretary. Need for Curriculum Revision in

Nigeria Polytechnics. Bus. Edu.

Cameron RVL (1982). How Technology will Change Your Career Canadian Secretarial Journal.
Ontario.

Dulek ER Fielden JS (1999). Introduction to a modern business office New York: Macmillan
Publishing Company.

Ezoem NN (1995). The changing world of secretaries for self-employment. J. Natl. A. Prof.
Secretarial Staff. Nigeria.

Mayer RN (1977). A Progressive Approach to Secretarial Classification. Pers J.

Nwosu B0 (2000) Competencies in Office Information Systems for a Sustainable. Secretarial

Studies Programme in the let CenturyA Critical Analysis. Bus Edu.

Nwosu B0 (2001). Word Processing and Electronic Office Operations Competencies Currently
Needed by Secretaries in Selected Business Offices in Abia and Imo State.

Ohakwe, SN (2001) Manual Skills in Information Technology Era. Bus. Edu.

Silver G and Silver JB (1981). Data Processing for Business. New York. Harcourt Brace
Jovanovich, Inc. Is been de ‘ sxgned to obtain ‘ mfonna ’ non on the project topic
“Innuen cc of

Modern communication equipment out I n s I on secretary performance ” in other ti gatbe ed ary

normal non regarded for this study the questionnaire is

Comprised with the ‘ ’ mtensxon that secretary should supply me with :11 d e a equate
Information.

Strictly confidential and be time created in answering the question. Yours Faithfuny, Yaya
Abiola May W8 ”mare/tar

29
 APPENDIX I
Department of Office Technology and
Management,
School of Communication and Information
Technology,
Federal Polytechnic,
Offa,
Kwara State.
Dear Respondents,
Please the researcher is a student of the above-named institution. I am conducting a
research on “influence of modern communication equipment on secretary performance (a
case study of federal polytechnic Offa)” and your organization is among those selected.

I, therefore, appeal to you to read and complete the attached questionnaire. Your
responses would be treated confidentially and be used for research purpose, which is purely
academic. I, therefore, solicit for your sincerity and honesty in responding to the questions.
Thank you for your anticipated cooperation.

Yours faithfully,

30
 APPENDIX II
QUESTIONAIRE
The research questions are meant for academic purpose; hence you response to all issue will be
treated with adequate confidentiality. Please tick where appropriate
SECTION A
Sex
Male ( )
Female ( )

Age Group
25 and below ( )
26- 30 yrs ( )
31- 35 ( )
36--39 ( )
40 and above ( )

Marital Status
Single ( )
Married ( )
Widowed ( )
Divorced ( )

Educational Qualification
Secondary School Certificate ( )
OND/NCE ( )
HND /B.Sc ( )
M.Sc ( )
Others (specify) ( )

31
 SECTION B
SA= Strongly

A= Agree

D= Disagree

SD= Strongly Disagree

S/ Variable SA A D SD
N
1 The introduction of office automation will create a new job rather
than diminishing job in the office
2 The office automation ensures free flow of information vertically
and horizontally
3 To assess the relevance of office automation and secretary
performance in the job in University of Ilorin
4 Office automation helps in decision making
5 To assess the prospect of secretaries and the introduction of
office automated system in University of Ilorin.

S/ SA A D SD
N
6 The use of office Automation serves as a motivation to
professional secretaries
7 Office automation system reduces the stress of professional
secretary
8 Office automation can create employment problems for
secretaries

32
9 Office automation are preferable than manual machine
10 Office automation enhances the prospect of professional
secretary

33