1.0 Introduction
1.1 Background of Study
The advent of the personal computer in the 1980s and the widespread adoption of information technology in the 1990s marked a transformative period for secretarial work. Secretaries were now expected to be proficient in a variety of software applications, including word processors, spreadsheets, and database management systems. This shift required significant upskilling and often led to challenges related to technological proficiency and adaptability (Martin, 2000). Entering the 21st century, the role of secretaries expanded further due to globalization and the increasing complexity of business operations. Secretaries were not only required to handle advanced technology but also to manage complex schedules, coordinate international communications, and support higher-level executive functions. These changes increased the cognitive and emotional demands placed on secretaries, making the role more challenging, particularly for new entrants (Smith & McKeen, 2003).
Today, newly employed secretaries face an array of problems as they integrate into modern business organizations. These problems include adapting to constantly evolving technologies, understanding intricate organizational structures, and meeting high performance expectations with minimal initial training. Additionally, they must develop strong interpersonal skills to navigate office politics and build effective working relationships (Anderson & Kelliher, 2017).
The position of the secretary has long been a critical component of business operations, providing essential administrative support and ensuring the smooth functioning of organizational activities. Historically, secretarial roles were largely limited to basic clerical tasks such as typing, filing, and managing correspondence. However, with the advent of advanced technology and the changing dynamics of the corporate world, the responsibilities of secretaries have significantly expanded.
In contemporary business organizations, secretaries are expected to handle a wide range of tasks, including managing digital communications, scheduling complex meetings, preparing detailed reports, and even participating in project management. This shift has elevated the role of the secretary from a support position to a pivotal element of organizational efficiency and success (Brown & Miller, 2018).
Despite the critical nature of their roles, newly employed secretaries often face substantial challenges as they transition into their positions. These challenges are multifaceted and can include difficulties in adapting to new software and technologies, understanding and integrating into the organizational culture, managing high workloads, and developing effective communication skills. The rapid pace of technological change means that secretaries must continually update their skills to remain effective in their roles (Wilson, 2019).
Moreover, the expectations placed on new secretaries can be overwhelming. They are required to quickly acclimate to the specific needs and preferences of their supervisors and colleagues, often with minimal training and support. The pressure to perform efficiently and accurately from the outset can lead to significant stress and job dissatisfaction (Clark & Davis, 2020).
In today's dynamic business environment, the role of secretaries has evolved from traditional clerical duties to more complex administrative responsibilities. Newly employed secretaries in business organizations face a myriad of challenges as they adapt to their roles. These challenges range from mastering new technologies and software to understanding corporate culture and navigating office politics. The transition period for new secretaries can be particularly demanding as they strive to meet high expectations and deliver efficient support to their superiors and colleagues. According to Jones and Smith (2020), the multifaceted nature of modern secretarial work requires a blend of technical skills, interpersonal abilities, and organizational acumen, which can be daunting for those entering the field for the first time. This paper aims to explore the specific problems encountered by newly employed secretaries and provide insights into effective strategies for overcoming these hurdles to ensure a smooth integration into the workplace. Therefore, in Nigeria where the research was carried out, the activities that was conducted is to know the Problems faced by newly employed secretaries in business organisations.
1.2 Statement of Problems
Investigation revealed that managing high workloads and prioritizing tasks effectively poses significant stress and time management challenges for newly employed secretaries (Martin, 2000). Also, developing strong interpersonal skills, including effective communication and relationship-building with colleagues and stakeholders, is crucial but can be a barrier for new secretaries (Anderson & Kelliher, 2017).
Furthermore, employed secretaries by corporate companies face a variety of challenges that impair their productivity and ability to blend in at work. Some of these challenges include navigating the complex organizational culture and dynamics (Smith & McKeen, 2003), managing high workloads and effectively prioritizing tasks (Martin, 2000), developing strong interpersonal skills to forge relationships (Anderson & Kelliher, 2017), and coping with job stress while maintaining job satisfaction (Clark & Davis, 2020).
1.3 Aim and Objectives of Study
The aim of the study is to investigate the problems faced by newly employed secretaries in business organisations using Nigeria Brewery Plc as a case study. In achieving this aim, the following specific objectives were laid out as follows to:
- To explore the challenges new secretaries face in understanding and integrating into the organizational culture and dynamics;
- To examine the difficulties new secretaries encounter in adapting to modern office technologies and software applications;
- To analyze the problems related to interpersonal relationships and communication that new secretaries face; and
- To measure the levels of job satisfaction and stress experienced by newly employed secretaries, and to identify the factors contributing to these conditions.
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 are the challenges new secretaries face in understanding and integrating into the organizational culture and dynamics?
- What are the difficulties new secretaries encounter in adapting to modern office technologies and software applications?
- What are the problems related to interpersonal relationships and communication that new secretary’s face?
1.5 Research Hypothesis
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: Newly employed secretaries do not face significant technological challenges when adapting to modern office technologies and software applications.
- H1: Newly employed secretaries face significant technological challenges when adapting to modern office technologies and software applications.
1.6 Significance of Study
Stakeholders in understanding and addressing the problems faced by newly employed secretaries in business organizations include:
- Business Organizations: Enhancing understanding of these challenges helps organizations improve retention rates, reduce turnover costs, and enhance overall operational efficiency.
- Human Resources Departments: Insights into these challenges aid in developing more effective onboarding programs and support systems, leading to better employee integration and satisfaction.
- Newly Employed Secretaries: Understanding their challenges helps tailor training and support to their needs, promoting quicker adaptation and reducing stress during the transition period.
- Supervisors and Managers: Awareness of these issues allows supervisors to provide more targeted guidance and support to new secretaries, improving team dynamics and productivity.
- Professional Development and Training Providers: Identifying these challenges guides the development of relevant training modules and resources that better prepare secretaries for their roles, ensuring they have the necessary skills and knowledge from the outset.
1.7 Scope of Study
The scope of the research is focused on the Problems faced by newly employed secretaries in business organisations using Nigeria Brewery Plc as a case study.
1.8 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.
1.9 Definition of Terms
Secretary:
It is a skill practitioner of the basic office who is employed as an administrative assistance to a superior officer.
Professional Secretaries:
Individuals employed within local government administrations who are responsible for administrative tasks such as communication management, information handling, and supporting decision-making processes.
Newly Employed Secretaries:
They are individuals who have recently started their roles as secretaries within a business organization, typically within the first year of employment.
Business Organizations:
Entities engaged in commercial, industrial, or professional activities aimed at generating profits or achieving specific objectives.
Technological Challenges:
Difficulties encountered by secretaries in adapting to and effectively utilizing modern office technologies and software applications.
Organizational Culture:
It is the shared values, beliefs, norms, and behaviors that characterize an organization and influence the attitudes and actions of its members.
Interpersonal Relationships:
It is the connections and interactions between secretaries and their colleagues, supervisors, and other stakeholders within the organization.
Job Satisfaction:
It is the extent to which secretaries feel content with their roles, work environment, and overall experience within the organization.
…
