The Efficiency of Information Technology on Secretariat Profession

1.0 Introduction

1.1 Background Of The Study

Office work is the term used today to describe the administrative work that has been done by societies ever since writing was invented. There are records of written and verbal communications, computations, decision-making, information storage and retrieval, and business transactions.

The introduction of new technology altered the manner in which these were carried out. Numerous mechanical and electrical devices, including the paper link and movable typewriter, had an impact. Written communication was altered by the typewriter and photocopying machine, and some high-volume transactions were managed differently by the first business computers.

Even though these technologies brought about some changes, they did not significantly change the labor-intensive nature of office procedures or increase productivity. Typing remained extremely labor-intensive until the introduction of automated typewriters and subsequently word processors.

Modern offices are equipped with a staggering array of electronic devices, including fax machines, cell phones, and other cutting-edge telecommunication tools that facilitate quick and easy communication. The traditional roles within an organization are being challenged by the rapid advancement of technology.

The job is considerably easier in many ways. Word processing software has made it possible to make quick changes to work without requiring laborious trickery or retyping of letters and documents when the boss changes his mind on a word. Encouragingly, sending an electronic message or fax across the globe is much faster than waiting for the mail to arrive and take its time.

In many aspects, the work is significantly simpler. The ability to quickly alter work without needing to retype letters and documents or engage in tedious maneuvers when the boss changes his mind about a word has been made possible by word processing software. It is encouraging to know that sending a fax or electronic message across the world is far quicker than patiently waiting for the mail to arrive.

1.2 Statement Of The Problem

The researcher came to the conclusion that, if modern secretaries are not prepared for the challenges that lie ahead, the efficiency and office work profession will continue to lose its vibrancy in producing well-known and contemporary professionals in the labor market.

To put it another way, the secretary cannot function well if she is not exposed to Nigeria's growing technological advancements, which are as follows: Uncertain expectations, access restrictions, health issues, unique personal situations, or job discontent can all affect performance. Finding the cause of subpar performance is the first step in implementing the required changes. The typical variables that affect performance, options, resources, and considerations are listed below.

For the health and comfort of their employees, offices, schools, and other work environments must have good ventilation and air quality. Irritation of the eyes, nose, throat, and lungs, as well as headaches, have all been linked to poor ventilation and air quality. Also, a variety of factors influence air quality and ventilation. Among these are inadequate ventilation and a deficiency of outside air. temperature control issues, recently completed remodeling, high or low humidity, and other activities in or around a building that may have an impact on the amount of fresh air entering the structure. Poor indoor air quality can occasionally be caused by specific contaminants such as mold, dust from construction or renovation projects, pesticides, cleaning supplies, and other airborne chemicals released (including trace amounts of chemicals released as a gas over).

Additionally, according to the Merriam-Webster dictionary, efficiency is the capacity to be "productive of desired effects, especially: productive without waste can efficient worker" Organizational and worker inefficiencies can jeopardize success in terms of both profit and quality. Most efficiency problems can be fixed by identifying which key areas have the weakest links and using quality control techniques to raise awareness of those areas. Ineffective time management is the root cause of many efficiency issues. Insolvency can result from ineffective cash flow management as well, and insolvency can lead to bankruptcy. Issues arise when businesses incur unforeseen costs and lose their safety net, or when there is insufficient capital to grow the business or recruit competent employees.

Finally, obstacles for people who lack the necessary skills or knowledge for employment. Unskilled laborers do, however, have certain benefits in addition to the more apparent drawbacks.

1.3 Aim and Objectives of the Study

This is mainly to investigate the efficiency of information technology on secretarial profession using Federals Ministry of Science and Technology, Abuja as a case study. In achieving this aim, the following specific objectives were laid out as follows:

1. To determine how skilful and knowledgeable the staff are in the use of information technology resources.
2. To determine the challenges associated with the application of information in Federal Ministry of Science and Technology.
3. To determine ascertain the level of computerization/automation of Federal Ministry of Science and Technology.
4. To highlight the new developments that have taking place on communication system. Having an insight in how these advancements on information technology will affect business organization in relation to productivity and profitability.

1.4 Research Questions

The study came up with research questions so as to be able to ascertain the above stated objectives. The specific research questions for the study are stated below as follows:

• What is the efficiency of information technology on the secretarial profession?
• What are the factors militating against the application of information technology in Federal Ministry of Science and Technology?
• What is the usefulness of information technology in Federal Ministry of Science and Technology?
• What extend has information technology been employed in federal Ministry of Science and technology?

1.5 Significance Of The Study

The outcome of this research will be relevant in the following ways:

1. The Federal Ministry of Science and Technology has taken steps to ensure efficient office operations, and one of the project's main goals is to make these efforts viable for government organizations.
2. Enlightening employers who ought to go above and beyond what is expected of them in office work—is another significance of the study.
3. The study's significance also lies in how it will help modern secretaries understand why it is necessary for them to be exposed to new technology in order to graduate and be employable.
4. Encouragement to be more fearless and committed to their work is another goal.
5. Finally, to encourage the goal of pursuing an office work course due to its financial viability.

1.6 Scope Of The Study

The scope of the research is focused on the effect of information technology on secretarial efficiency on Federal Ministry of Science and Technology Abuja, as a case study.

1.7 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:

1. 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.

2. Establishment Policies:

   Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this research work. There were lots of information needed from the staffs of this establishment to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.

3. 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).

4. 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.