EFFECTS OF OFFICE AUTOMATION ON THE PRODUCTIVITY OF SECRETARIES
(A Case Study Of Anammco Plc Emene Enugu)
1.0 Background Of The Study
1.1 Statement Of Problem
1.2 Purpose Of The Study
1.3 Significance Of The Study
1.4 Delimitation Of The Study
1.5 Research Questions
2.0 Review Of Related Literature
2.1 The Office
2.2 Functions Of The Office
2.3 Office Machines
2.4 The Merits Of Office Automation
2.5 Sources Of Acquiring Office Machines
2.6 Designing Training Programme For Office Machines Operators
2.7 Maintenance Of Office Machines
3.0 Research Design And Methodology
3.1 Research Design
3.2 Area Of Study
3.3 Population Of The Study
3.4 Sample Study
3.5 Instrument For The Study
3.6 Validity Of The Instrument
3.7 Reliability Of The Instrument
3.8 Method Of Data Collection
3.9 Method Of Data Analysis
4.0 Presentation And Analysis Of Data
4.1 Summary Of Finding
1.1 BACKGROUND OF THE STUDY
Whitehead (1986) defined office as “a room or building where clerical work are carried out to start develop and control many activities of business” such services include decrial secretarial accounting and resaerch duties.
Denyer (1974) also defined office as “any room where clerical work is habitually performed. He further stressed that the provision of the facts on which the decision of management are made is one of the most important function of the office and this has very real nd essential contribution to production. He is of the opinion that the office can only make this vital contribution if there is efficient office automation and proper use of the office services by the general management.
However in my own opinion I attributed that an office can be defined as “any place under a building where management decision and over all control of people’s activities are clerically taken down by some of the employed of an establishment who may be specifically employed for the purpose”
Automation according to Terry (1966) is the arrangement where one or more machines are operated without human starter button the oxford advance learners dictionary of current Engligh by Harnby (1977) defined automation as the use of methods and machines to save human labour.
According to Croft (1971) office automation is therefore the introduction of devices in the office to save human labour. Before the advent of these devices such as computer word processor adding machines typewriter mailing equipment etc. man has been finding office work monotonous tedious which leads to inaccuracy inefficiency and consequently low productivity.
There is no doubt that primitive man used his fingers for counting ten the number of finger of both hands became the basis for familiar counting system. This served man till the stone age when pebbles were used for counting.
The advent of writing marked the beginning of the activities associated with office automation need. As the need for speed accuracy and standardization increased the symbol and tools for recording changed but the basis activities remain the same devices were conceived of and used as the years passed.
The most significant of which are the arithmetic machines telephone typewriter calculating machines mail equipment etc.
The greatest is the advent of computer which came in the years between 1812 and 1833 with the idea and efforts of Charles Babbage. As the method of performing the activities advanced more and more data were accumulated and processed certainly in an effort provide management with more timely accurate and comprehensible data for production and planning operation.
Owing to the difficulties encountered by secretarial workers in automated offices Terry (1996) stressed the necessity for manufacturing industries to develop office automation management in their various environment to enable them keep track with the technological development introduced within the office environment.
He further stressed that industries that do not evolve and well articulated office management sooner or later discover that inefficiency becomes the order of the day and the organizations objectives. Therefore office automation means the performance of office function with machines. It is also the same as office machines or office technology.
Croft (1971) in his conclusion expressed that automation is meant to upset old pattern of life. Office equipment such as computer used in increasing productivity is now available and man is finding new benefits albeit with growing pains in changing social order.
1.2 STATEMENT OF PROBLEMS
There is need for office automation in order to make secretaries dynamic so that as organizations change in technology for improved productivity secretaries can grapple with the demand of such changes.
Many people fear that office automation has come to replace the traditional secretary or to push her our of job. Many manufacturing industries face the problem of low productivity and inefficiency which can be traced to poor method from manual operations some industries still operate or work in their office with annual typewriters poor communication network like out-dated telephones etc which make office work boring inaccurate as well as dissatisfying.
It is noted also that this manual method makes it impossible for offices to get rid of some old personal files which would have been stored in the computer and help in creating spaces in the office.
This calls for the need for an automated office where electronic machines can be used to perform office jobs what are the effects of these machines on the productivity of the secretary? Will these machines enhance the secretarial productivities or will they throw the secretary out of job? It is based on this that the researcher surveyed the effects of office automation on increasing the productivity of secretaries in manufacturing industries in Enugu State taking ANAMCO PLC as a case in.
1.3 PURPOSE OF THE STUDY
The purpose of the study is to find out the effects of office automation on the productivity of secretaries in ANAMMCO Plc.
To do this the research will try to
1. Find out whether ANAMMCO PLC has automated offices
2. Find out if how they acquired those office equipment
3. Find out of they have trained personnel to man those sophisticated office equipment.
4. Find out whether the use of those equipment positively or negatively influence the performance of their office tasks
5. Recommend solution to any problem identified as to the use of modern automated office equipment
1.4 SIGNIFICANCE OF THE STUDY
This study is of immense importance in the scene that it intends to x-ray the reasons for office automation and its effects if any on the productivity of secretaries in manufacturing industries with particulate references to ANAMCO PLC.
The positive effects of office automation will go a long way to help manufacturing industries benefit more on secretarial works in terms on secretarial which head to high productivity.
This study will educate the illiterate class of manufactures to change their belief that office automation is capital intensive and not profit oriented.
It will encourage fresh graduates who intends to go into manufacturing business in planning their administrative offices.
It will help manufacturers to know the merits of office automation by way of acquiring the best quality machines determining training and maintenance.
1.5 DELIMITATION OF THE STUDY
Automation is in itself a wide area of study in office management the research therefore centered her study on the effects of office automation on the productivity of secretaries in manufacturing industries in Enugu state taking ANAMMCO Plc as the area of study.
1.6 RESEARCH QUESTIONS
To achieve the stated objectives answers will be provided to the following research questions.
1. What are the effects of office automation on secretaries?
2. Does ANAMMCO Plc has any automated offices
3. How does ANAMMCO Plc acquire those automated equipment
4. Has ANAMMCO Plc trained personnel to man those sophisticated office equipment
5. How Positively or negatively has the use of those equipment in ANAMMCO Plc influenced the performance of their office tasks
6. What are the recommendation solution to any problem identified as to the use of the modern automated office equipment.