CHAPTER ONE INTRODUCTION 1.1   BACKGROUND OF THE STUDY

In writing on the topic “Appraisal of the Modern Secretary “and is compelled to view the prospecting secretary in a modern office where  virtually the necessary workable facilities and equipment are constantly used for easy communication and job execution with relatively less stress.

Considering the office few years ago, one can reminiscence that there were only chain of desk and local telephones, files cabinets, loomed in a distance at the corner of a room and the second typewriters could be heard in discriminately. Usually, within the easy reach of the typist were typing sheets, carbon paper and other minor office stationer.

performance standards to promote factory The earliest indication of office automation (self moving machines) can be traced back to Fredrick W. TAYLOR (1938)  and his principle of science management that were used to analyzed and categorize duties and also establish –like productivity.

As machine (typewriter, adding machines and booking machines) entered the office, the unorganized clutter associates with top desks was replace with other efficiency. Comparatively, according to Ijeoma (2002:68) significant charge in the office organization occurred when punched card equipments was introduced. A special tabulating centre was set up, complete with a staff of specialist to operate the equipment.

When computers became available, they were also installed in the technology center (now referred to the data processing department).

Lately, the impact of science and technology has been greatly felt universally, so the world is known as a “Global Village” Where one can receive information with ease, or communicate with anybody elsewhere for business outfit or official assignments through some electronic media or installed information network system.

The potential secretaries handle internal and external communication both written (documented with machines, typerwriter or computers) and oral (Telephones, Handsets, Fax  and Telex)etc

Thus, this project topic “Appraisal of the Modern Secretaries” is aimed at identifying the true picture of the modern day office, its compositions ,equipment ,manpower training and development ,prevailing problems and how to combat the challenges that disrupts the actualization of expected prospects oriented secretaries smooth job performance.

1.2   STATEMENT OF THE PROBLEM

This study is brought out of careful observation. In the previous centuries, many prospecting secretaries were beginning to lose their integrity and zeal on many job assigned to them because of the poor working environment, unfavorable condition of service, inadequate facilities and standard equipment in various organization .But with the provision of these basic necessities, hope has reason geometrically in potential secretaries for diligence and excellent service at any level of their official capacity in the present day.

1.3   PURPOSE OF THE STUDY

The main purpose of this study is to:

1. Examine the potential secretary in the modern offices
2. Determine the nature of the modern office and the latest office equipment in operation.

iii. Identify the problems facing the potential secretary in the present day.

1. Find out if the secretary is member of the management team.

1.4 SIGNIFICANCE OF THE STUDY

This study will be great importance to employers of  labour in various organization, student and potential secretaries, the world over. It is also believed   that this research work shall unfold the value of equipping the present day office with modern facilities and latest machines which can ginger secretaries performance in numerous organizations.

Besides, this study will equally boost the morals and working ethnic of potential secretaries because attitude to work is another critical determinant factor in productivity in any organization, public or private .It is to do with the feeling habits and believes that affect a secondary behavior to work .This assertion is further buttressed by Anthony O Okon (2003:7)that:

“The attitude affects the way a worker conceive and view his/her job. It shows      committed, dedicated hardworking and performing a worker is in relation o the objectives of the organization while work ethics are set rules that govern that behavior workers in their place of work”.

1.5 RESEARCH QUESTIONS

The following questions are selected from the purpose of achieving set objectives in the research work;

1. What are the roles of a potential secretary in a modern organization
2. What are the impacts of modern facilities and equipments on various offices in the performance of secretarial duties

III. What are the factors that may hinder adequate productivity of potential secretaries

1. To what extent is a secretary member of the management team

1.6 SCOPE OF THE STUDY

This topic  is very broad .It covers a wide range but owing to certain factors which the research envisaged and constraints to wider research work and easy access to study the assessment  of the present day secretaries, all secretaries in the world cover the scope  of the study.

1.7 LIMITATION OF THE STUDY

Owing to the urgency and short time limit for the research work to be concluded and also some financial constraints. It was not possible to carry out an intensive investigation. The study was, therefore, constricted to a narrow area where the researcher could get enough or close to enough data for the work. It is believed that this narrow area will also supply information which can be got from wider area.

1.8 DEFINITION OF TERMS

POTENTIAL: This means powerful, efficacious result, oriented and existing in possibility.

APPRAISAL: A judgment of the value, performance or nature of something.

SECRETARY: One employed to write and typed document or transact business for another person society or company.

TECHNOLOGY: A social tool of industrial art; the means or capacity to perform a particular activity, the combinations of types of knowledge indispensable for carrying out the necessary generation for transforming the factors of production in to product.

COMPUTER: An information machine. It is a device which works under the control of stored program, automatically accepting the processing data produce information which is the result of the processing .It’s also a data and information electronic automation processing device.

PRODUCTIVITY:  The rate of efficiencies of work, especially in industrial production.

DATA PROCESSING: A computer based approach to restructuring, rearranging and preparing data in desired from so that it can be easily assessed, retrieved and utilized for purpose of solving problems and making decision in organizations.