1.1 Introduction
Information Technology (IT) is defined as the use of computers, software, networks, and other electronic systems to store, process, and communicate information efficiently (Laudon & Laudon, 2020). Secretaries play a pivotal role in ensuring organizational productivity by managing communication channels, maintaining records, preparing reports, and organizing schedules. Traditionally, these tasks were performed manually, which was time-consuming, prone to errors, and required significant physical effort. The integration of IT into secretarial work is intended to simplify these processes, allowing secretaries to perform tasks faster, and with higher efficiency (Turban et al., 2021).
On the other hand, inadequate training, system failures, and resistance to change may limit the positive impact of IT on secretarial performance. The relationship between IT utilization and productivity is therefore complex, necessitating empirical investigation to understand the extent to which IT is actually enhancing secretarial efficiency.
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitation of the study and Definition of terms.
1.2 Background of the Study
Information Technology (IT) has become a fundamental driver of productivity in contemporary business organizations. According to Laudon and Laudon (2020), IT encompasses the use of computers, software, networks, and telecommunication systems to process, store, and disseminate information efficiently. Secretarial duties, which include communication management, scheduling, record keeping, and documentation, are increasingly dependent on IT tools to achieve high levels of accuracy and efficiency (Laudon et al., 2020).
Several studies have explored the relationship between IT and organizational productivity. Turban, Pollard, and Wood (2021) reported that the use of IT significantly enhances employee performance by reducing manual workloads and minimizing errors. They further asserted that secretaries, who are often the first point of contact within organizations, benefit from Information Technology (IT) applications such as word processing software, database management systems, electronic mail, and scheduling tools, which streamline routine tasks.
On the other hand, some authors contend that the mere presence of IT does not automatically translate to higher productivity. Eze and Okoye (2019) stated that organizational culture, employee technological literacy, and the adequacy of IT infrastructure significantly influence how effectively IT improves productivity. They affirmed that without proper training and continuous support, secretaries may struggle to leverage IT to its full potential, leading to delays and inefficiencies.
Chukwu (2018) reported that challenges such as system downtime, frequent software updates, and resistance to change also affect the overall productivity of secretaries in business organizations. According to him, organizations that invest in proper IT infrastructure and provide consistent training experience higher levels of secretarial efficiency. On the other hand, inadequate attention to these factors often leads to suboptimal performance despite the availability of advanced IT tools. The rapid digitalization of the workplace has therefore made it imperative to understand how IT influences secretarial productivity in different organizational contexts. This study is set against the backdrop of understanding the effect of information technology on the productivity of secretaries in selected business organizations.
1.3 Statement of Problems
Investigation revealed that the rapid advancement of information technology (IT) has transformed the way organizations operate, influencing various aspects of work efficiency and productivity. In the context of secretarial duties, IT is increasingly central to managing communication, documentation, scheduling, and data management tasks. Secretaries are expected to perform multiple tasks with speed and accuracy, and the introduction of IT tools such as word processors, spreadsheets, email systems, and management software is intended to enhance these capabilities (Laudon et al., 2020).
However, the extent to which IT actually improves a secretary's productivity remains uncertain. Some secretaries struggle with adapting to new technological systems, resulting in delays, errors, and reduced efficiency. The constant need for updates and training further poses challenges for organizations, as time and resources are required to ensure staff competence. On the other hand, the lack of adequate IT infrastructure, limited access to modern software, and frequent system downtimes are also reported to hinder the expected improvement in productivity (Turban et al., 2021).
Additionally, while IT is intended to simplify work processes, it is observed that over-reliance on technology can lead to reduced personal initiative, task supervision challenges, and a lack of critical thinking in problem-solving. This situation is more pronounced in organizations where secretaries are not adequately trained or where there is a mismatch between technology implementation and actual organizational needs. On the other hand, some organizations experience notable productivity gains where secretaries are effectively trained, supported, and provided with appropriate IT tools. It is against this backdrop that this study seeks to examine the effect of information technology on the productivity of secretaries.
1.4 Aim and Objectives of the Study
The aim of this study is to investigate the effect of information technology on the productivity of secretaries in selected business organizations.
The specific objectives of this study are to:
- Examine the extent to which the use of IT tools enhances the productivity of secretaries in business organizations.
- Identify the challenges secretaries face in adopting and utilizing information technology effectively.
- Assess the impact of IT training and organizational support on secretarial efficiency.
- Evaluate the influence of IT infrastructure and system reliability on the performance of secretarial duties.
- Provide recommendations on how organizations can optimize IT use to improve secretarial productivity and overall organizational effectiveness.
1.5 Research Questions
Based on the stated objectives, the following research questions will guide the study:
- To what extent does the use of information technology enhance the productivity of secretaries in selected business organizations?
- What are the challenges secretaries face in adopting and utilizing information technology effectively?
- How does IT training and organizational support influence secretarial efficiency?
- What is the impact of IT infrastructure and system reliability on the performance of secretarial duties?
- What strategies will help organizations optimize IT use to improve secretarial productivity and overall organizational effectiveness?
1.6 Significance of the Study
It is believed that at the completion of the study, the findings will help organizations understand the benefits and challenges of IT adoption in secretarial work, enabling them to make informed decisions on training, system implementation, and workflow optimization. The study will also contribute to the academic body of knowledge on IT and administrative efficiency, providing a reference point for future research.
Furthermore, the study will help secretaries improve their efficiency and effectiveness through better utilization of IT tools. Also, Organizations will benefit from streamlined workflows and enhanced operational efficiency.
Lastly, this research study will provide a reference for future researchers interested in the interplay between technology and administrative efficiency, contributing to the broader body of knowledge in organizational management and information systems.
1.7 Research Hypotheses
In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.
Hypothesis One
- H0: There is no significant effect of information technology on the productivity of secretaries in selected business organizations.
- H1: There is a significant effect of information technology on the productivity of secretaries in selected business organizations.
Hypothesis Two
- H0: The use of information technology does not significantly enhance the productivity of secretaries in selected business organizations.
- H1: The use of information technology significantly enhances the productivity of secretaries in selected business organizations.
1.8 Scope of the Study
The scope of this research is focused on the effect of information technology on the productivity of secretaries in selected business organizations in Lagos State, Nigeria, specifically focusing on companies such as First Bank Nigeria Plc and GTBank Plc.
The research will cover secretarial staff who use IT tools in their day-to-day administrative tasks, assessing their efficiency, challenges, and the impact of organizational support on performance.
1.9 Limitations of the Study
During the course of this study, there were some problems encountered which stood as limitations to the research work. Some of the limitations include:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).
- Initial Cooperation Delay from Respondents: A particular limitation of this work came as a result of the respondent refusal to offer their cooperation at the initial time they were contacted. This contributed in making the success of this research study difficult.
1.10 Definition of Terms
Information Technology (IT): According to Laudon and Laudon (2020), IT is the use of computers, software, networks, and other electronic systems to store, process, and communicate information efficiently. In this study, IT refers to the tools and systems used by secretaries to perform administrative duties.
Productivity: Turban et al. (2021) stated that productivity is the measure of efficiency in performing tasks or achieving organizational objectives. Here, it refers to the ability of secretaries to complete tasks accurately and promptly using IT.
Secretary: Chukwu (2018) defined a secretary as an administrative professional responsible for managing communication, scheduling, documentation, and other organizational support tasks.
IT Infrastructure: According to Eze and Okoye (2019), IT infrastructure includes the hardware, software, networks, and related resources that support the operation and management of information systems.
Organizational Support: Laudon and Laudon (2020) asserted that organizational support refers to the policies, training programs, and resources provided by management to enhance employees' performance with available technology.
System Reliability: Eze and Okoye (2019) affirmed that system reliability refers to the consistency and dependability of IT systems in supporting daily tasks without frequent failures or disruptions.
…
