THE EFFECTS OF POOR OFFICE ENVIRONMENT ON THE SECRETARY'S JOB PERFORMANCE. A CASE STUDY OF THE I.M.T ENUGU

(Secretarial Administration)

THE EFFECTS OF POOR OFFICE ENVIRONMENT ON THE SECRETARY’S JOB PERFORMANCE.

A CASE STUDY OF THE I.M.T ENUGU

ABSTRACT

            This research work “The effects of poor office environment on the secretary’s job performance” was carried out with the overall aim of fining out the effects of poor office environment on the secretary’s job performance.

            Institute of Management and Technology was used as a case study.  The data for this study was collected through the use of questionnaire and observation methods.  The administered questionnaire were analyzed in tabular forms using simple percentages.  The outcome of the study proved that the depressing and stimulating nature of most offices have a few-reaching negative effects on the overall job performance of secretaries.  Equally small floor space and congested nature of some offices does not give the secretaries adequate comfort and balance to discharge their duties effectively and efficiently.  Other problems included poor remunerations, lack of necessary equipment and noise proof devices in most of the offices.  Based on these findings the researcher recommended that:

i.          Offices should be stimulating and comfortably furnished so as to encouraged productivity and boast the moral of the secretary.

ii.         There should be enough floor space and if possible separate rooms to avoid over crowding and cluster of materials which make an office to look shabby and depressed.

iii.        The management of the Institute should establish a pension scheme and adequate remuneration to its workers and in particular the secretary in order to boast their moral and encourage them to stay in their section.

iv.        Equally necessary office equipment and stationery should be provided to the secretary.

TABLE OF CONTENTS

CHAPTER ONE

1.1       Background of the study                                                                   

1.2       Statement of the problem                                                                  

1.3       Objectives of the study                                                                      

1.4       Significance of the study                                                                   

1.5       Research questions                                                                             

1.6       Scope / delimitation                                                               

1.7       Definition of terms                                                                            

CHAPTER TWO

2.0             Review of related literature                                                                

2.1       The concept and definition of office and office environment

2.2       The secretary and her office duties                                        

2.3       Human relations in the office                                                

2.4       The secretary and other members of staff relationship          

2.5       The physical office environment                                

2.6       Ventilation                                                                             

2.7       Lighting                                                                                 

2.8       Heating                                                                                  

2.9       Interior decoration and furnishing                             

2.10     Music conditioning                                                    

2.11     Noise – proof / control                                                           

2.12     Office space/accommodation                                    

2.13     Safety measures                                                                     

2.14     Effects of secretary’s performance due to poor

office environment                                                                                         

CHAPTER THREE

Research methodology and design                                        

3.1       Research design                                                                     

3.2       Area of study                                                             

3.3       Population of the study                                                         

3.4       Sample and sampling procedures                               

3.5       Instruments for data collection                                              

3.6       Validity of the instrument                                                     

3.7              Reliability of the research instrument                                    

3.8              Method of administration of the research instrument           

3.9              Method of data analysis                                                                    

CHAPTER FOUR

Presentation, Analysis and Interpretation of Data                            

CHAPTER FIVE

Findings, recommendations and conclusion                                      

5.1       Findings                                                                                             

5.2       Conclusion                                                                                         

5.3       Implication of the results                                                                   

5.4       Recommendations                                                                             

5.5       Area for further studies                                                                     

            References                                                                                         

            Appendices                

CHAPTER ONE

INTRODUCTION

1.1       BACKGROUND OF THE STUDY

            The work of a secretary is very delicate and confidential and as such a healthy office environment is necessary to enable her discharge her duties efficiently.  An understanding of the office environment in the enhancement of a secretary’s morale vis-à-vis her job performance is necessary in every organization.

            Generally, office environment has serious impact on the job performance of workers.  The office and its appearance, condition of work, materials available and their location, safety measures medical care, relationship among the members of staff and the boss remunerations and other social welfare recognized to the main elements of work or office environment which directly related to workers moral and willingness to discharge their duties effectively.

            The secretary is an indispensable staff and as such management has to place high priority on how best to motivate her.  The nature of work environment invariable has direct effect on the morale and state of health of a secretary, hence her general performance in the discharge of her duties.

            The office environment thus influences the volume and quality of work, interest and happiness of a secretary.

            Office environment in the context of management has been defined the include, office building and layout, furniture and equipment the physical conditions  under which the secretary operates – lighting, heating, ventilation, decoration, sound proof measure, safety measures and such social conditions as relationship with members of staff and boss remuneration and welfare package etc.

1.2       STATEMENT OF THE PROBLEM

            Generally, it is believed that when an environment is not conducive, a worker cannot discharge his/her responsibilities as efficiently and effectively as expected.  In effect the fundamental duties of a secretary are highly prejudiced and jeopardize by an averse and unstimulating environment.

            Today, there are many problems encountered b secretaries resulting from poor work environment which greatly affect their job performances.   Amongst these is lack of private office.  Secretaries most times share offices with other staff, some of which lack basic amenities befitting her status. 

1.3       OBJECTIVES OF THE STUDY

            This study is meant to investigate the following:

-           The effects of a depressing and unstimulating nature of the office environment on the secretary’s job performance.

-           The effect of small floor space and congested office surroundings on the secretary’s job performance vis-à-vis her attitudes to work.

-           The effect of absence of some basic amenities such as air conditioners, fan, executives seats and tables on the moral of a secretary and her general attitude to work.

-           Other problems in the office environment militating against effective job performance of secretaries.

-           Recommend how best to improve the office environment for the smooth operation of secretaries if it has any serious effects on their job performance.

1.4       SIGNIFICANCE OF THE STUDY

            The study will in particular benefit the present and picture career secretaries whose welfare is being agitated.  It is hoped that management will consider some of the recommendations proffered in this treatise and improve the office conditions of secretaries so that they will have cause to smile.

            Management on its own will benefit form the study since it will enable them to understand the job performance of their secretaries and try to boost their moral by improving the condition of the work environment.

            Finally, this research will help to reduce the dearth of literature in this field of study.

1.5       RESEARCH QUESTIONS

i.          Does the depressing and unstimulating nature of most office environment have negative effects on the job performance of secretary.

ii.         Does the small floor space and the congested nature of an office affect the secretary’s attitude to work?

iii.        Does lack of air-conditioners and floor covering in secretaries offices have effects on their job performance(s).

iv.        Are there adequate and regular remuneration to the secretaries?

v.         To what extent does the secretary relate with other staff in the office.

            Attempts shall be made to find solutions to these research questions in this research.

1.7       DEFINITION OF TERMS

            This refers to the physical and social working conditions under which secretaries work, comprising office buildings, ventilation, lighting, heating, decorations, furnishing, relationship of staff in the office, remunerations, etc.

JOB PERFORMANCE

            This is the productivity or output achieved by the secretary.  It is also the quality or quantity of work which should be attained by the secretary on a certain job.  The job performance is found in appraisal and training, to assess a secretary either in her work or after training.

SECRETARY

            This can be defined as somebody who has a unique ability to keep secret information also has a special quality to communicate with different classes of people and the communication channel between her organization and the public as a whole.

            Also, she has an understanding of the significance of typing documents, taking shorthand, correspondence, reports and instructions which pass through their head, relieving the executive of work, which otherwise she would have to do it with their initiative.

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