COMPUTER AND WORD PROCESSING APPLICATION IN SECRETARIAL OFFICES
(GAINS AND THREATS TO JOB OPPORTUNITIES)
The purpose of this work was to find out the gains and threats of computer and word processing application in secretarial offices as regards to job opportunities and other secretarial functions.
In the cause of the study, the work examined the gains of computer and word processing application packages on the job performance of Secretaries in an office or organization.
It was discovered that the computer as a device been introduced into the secretarial field had made it possible for the secretaries to perform effectively and as a result yields high productivity to organizations and offices.
As regards to job opportunity, a secretary who has the knowledge of computer is likely to be employ more than those without the knowledge.
For this reason, secretaries should try as much as they can to influence the office or organization to provide computer for them for effective and efficient result. Institutions should introduce computer studies into the field of secretarial studies so as to help and prepare the future secretaries to acquire technological skill.
TABLE OF CONTENTS
1.1 Background of the Study
1.2 Statement of the Problem
1.3 Purpose of the Study
1.4 Significance of the Study
1.5 Limitations and Scope of Study
1.6 Definition of Terms
1.7 Research Questions
2.0 Literature Review
2.1 What is a Computer?
2.2 Word Processing
2.3 Evolution of Computer
2.4 The Development of Computers
2.5 Classification of Computers
2.6 The Functions of Computer
2.7 Summary of Literature Review
3.0 Research Methodology
3.1 Research Design
3.2 Area of Study
3.3 Population of Study
3.4 Sample Size
3.5 Sample Technique Used
3.6 Sources of Data
3.7 Methods of Gathering Data
3.8 Analysis of Data
4.0 Data Presentation and Analysis
5.0 Summary, Findings, Recommendations and Conclusions
5.1 Summary of Finding
5.4 Limitation of the Study
Appendix (Research Questionnaire)
Many years ago, secretaries found it difficult to carry out their works. This was as a result of the methods which they used in doing them. But in the recent past, it was brought to the knowledge of so many people that computer has come to help the secretaries in performing their duties. Yet there are some failures and doubts about the value of computers and perhaps regretted becoming involved with computer. Some computers have been unsuccessful in office, businesses and even in organizations as a result of the low knowledge of operating them.
In as much as all the failures and doubts that may have occurred, there are also successes recorded. This piece of work is to help secretaries, managers and even students to appreciate the efficiency of computers. According to Graham (1976) he said that secretaries should try as much as they can to master and use computer in performing their official duties for the achievement of the organizational goals.
The basic fact is that a secretary should know how to operate a computer, to know what is expected from the machine that is how a computer will influence the efficiency and effectiveness of a secretary and to realize the penalties and effects of not having the proper knowledge of computer. A secretary who is computer literate has the opportunity to be employed in a computerized office or organization.
1.1 BACKGROUND OF THE STUDY
Secretary being skilled and specialized types of employee in an office or organization is charged with some of the organizational functions including dealing with people correspondences and other business matters. Secretarial profession is an age-old career. It is one of the oldest in the world. Secretaries encountered several problems before the invention of office computer on their duties. These problems took many shapes and forms.
The method of carrying out secretarial functions/duties in the olden days were very worrisome and painful. Secretarial functions were mainly executed through manual efforts. In those days secretaries used to produce every mail by handwriting using sharp objects with a pointed feather pen.
Since the event of computer technology, secretaries are more efficient in their work than before. It is widely believed that the computer saves time wasting and tedious in practically all fields of human endeavour.
This study is aimed at finding out the impacts of computer and word processing application in secretarial functions. It will also find out how much the computer has eased the work of the secretarial practitioner, how much it has made the profession lazy that is the threats of this machine.
1.2 STATEMENT OF THE PROBLEM
The authors had the following problems in mind before embarking on the research:
(a) It has not been known whether this machines and some of these word processing application packages are relevant for the execution of certain secretarial responsibilities.
(b) Many new machines have been introduced for the execution of certain office jobs.
(c) Most astonishing is that it has not been documented whether those machines directly or indirectly will enhance the performance of secretarial functions.
(d) It has also not been known whether the acknowledgement of these computers has come to hinder, displace secretaries or help them in carrying out their day-to-day activities.
1.3 PURPOSE OF THE STUDY
Every business aims at managing its resources for the purpose of achieving both organizational and individual goals. It is a common saying that secretaries are the life wire of every organization. There is the need to get all the necessary data for effective decision. Before the advent of computers, secretaries perform their duties including against the old method of using manual means.
Therefore the purpose of this study is:
•To find out whether the rate of employments turnover of secretaries are affected by the advent of computer.
•To find out the future prospects of secretaries in the computer age.
•Whether computer has improved the effectiveness and efficiency of secretaries.
•Whether the use of computer has rendered secretaries redundant.
•To identify the extent secretaries need computers in performing their duties.
•To identify the problems secretaries encounter while using computer in performing their duties.
•To identify the extent secretaries need word processing application packages in carrying out their duties.
1.4 SIGNIFICANCE OF THE STUDY
The research on the topic being discussed would give us some insight into the benefits of computers to secretaries as regards to job opportunities are the extent they need it. It will also be useful to students of secretarial studies who are expected to sue computers and word processing application packages in performing some office tasks. This work will benefit immensely practicing secretaries, organizations, private and public in the utilization of computers.
Additionally, since much has not been written on this issue, it is obvious that this study will equally find application in the Universities and libraries as it will contribute to the stock of knowledge.
Finally, this research will be significant to all the students of secretarial studies department of IMT Enugu and to other students from different institutions of higher learning and to the society at large because if by the use of the computer, production could be enhanced.
1.6 DEFINITION OF TERMS
Computer is an automatic machine that is capable of accepting data known as input, stores data, use predetermined instructions to process the data with speed and accuracy and supplies the result of such data processed in a more meaningful way known as output.
This is a programme that helps the user in typesetting documents, producing letters, reports, magazines, curriculum vitae (cv), term papers etc.
This is the raw facts and figures we feed into the computer through the input devices for processing. Data is made up of letters, numbers and symbols which can be organized to become a piece of information.
This is a place where electrical or administrative work of a firm is carried out. It is also said to be the repository of information. Example, files, reference books and all manner of reports.
It refers to all information, instructions and commands keyed in or sent into the computer either for storage or for processing. Input devices are agents that enable the passing of information into the computer.
It refers to all information sent out of the computer either on the screen as soft copy or on the paper as hard copy.
1.7 RESEARCH QUESTIONS
This study is under taken to provide answers to the following questions:
(i) Have secretaries improved in their job performance since the introduction of computer and word processing packages.
(ii) Has computer affected the rate of employment of secretaries in offices or organizations?
(iii) What functions can the computer assist the secretary to perform?
(iv) Do computer and word processing application packages have impact on secretaries?
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