CHAPTER ONE INTRODUCTION 1.1 BACKGROUND OF THE STUDY

An office equipment has gone beyond manual typewriter, ink, pot, local storage facilities etc. into more complicated and effective modern office equipment. Some organization has embraced and purchases some of this equipment while others had not. In light of the above, the researcher decided to investigate the availability of these equipment and their effects on workers productivity.

In the early age, office activities which include paperwork was done manually with the use of machine such as manual typewriter, large duplicating machine, collating machine etc. These later developed into new modern office equipment due to the disadvantage which includes noise, bulkiness, lack of speed, waste of energy, time and resources.

Today, office equipment is required in every field of specialization, this is because they facilitate clerical work and preparation of office documents. The use of fax machines, WAP phones, teleprinters, internet and e-mail facilities etc. is now the order of the day. These have now made the work of the office professional more efficient than what it used to be and given rise to what is now known as the modern office. Other equipment include punchers, staplers, electric fan, air conditioners, enhanced furniture and fitting to create a more comfortable and convenient work environment for office activities to be carried out smoothly.

Mills and Ford (2008), noted that office equipment enable workers to work with minimum fatigue. It does not only increase efficiency but boost production process which is the main objective of the organization. Office work is made easier as less effort is put into achieve a greater result. An employee may not have to go from one place to another but can easily sit at his table and carry out his regular office activities. However, today’s office cannot be discussed without relating to technology.

According to Alli and Akinbi (1998), technology is an alteration in the life of an equipment, character, knowledge and method of doing things. The impact of these equipment resulted into acquisition of needed office professionals to effectively operate these facilities in order to be relevant in their labour market.

Pickard (2006), also states that employees who feel good are likely to be more productive. It is easy to instinctively understand that a few standard equipment in the office will make it a nicer place to be for employees feel better as a result. However, when the finance manager wants to know why thousand of money is wasted every year on caring for a few office equipment, it is difficult to effectively demonstrate the bottom line return on such an investment.

Many organizations are being driven by the value systems of office equipment rather than its contribution to the organizations productivity.   In recent times, employees learn to operate new office equipment mainly through attending courses, trainings, workshop and seminars during which manufacturers will introduce their products and demonstrate by giving illustrations about their equipment to various operators.

Pickard further stresses that the office is the center of social interaction and the design provide better meeting rooms, open spaces and telecommunication facilities demands serious attention. The stacking plans for the building are equally important, an efficient office layout will take careful operational advances to optimize the use of assets, facilities and function in use.

Boating (1992) state that today’s modern office worker depend largely on the use of office equipments to maximize and increase organizational productivity. Office equipment help in making office work easier, efficient and time saving and ensures accuracy.

Watson (1999), emphasizes that technology changes has tremendously made an impact in various organizations especially with regards to the office. He points out that office automation product looks nothing like it was just ten years ago. Outfitted with some of the most modern business systems and equipment, the office today is a contemporary and strict place for business. The sound of noisy and distracting equipment or unsightly machines is now a thing of the past. The quality of output cannot be compared to what it looks like years ago.

Roger (2008), points out that environment now resembles any peaceful environment that you can easily relax in and not feel overwhelmed with huge and bulky machines. Some of the hardware cannot be seen easily unless you look really hard.

However, office professionals/workers need to be trained to be acquainted with the use, procurement and maintenance of existing office equipment as well as know its relevance and benefits to the organization as a whole. This is to enable organization face the challenges associated with it. This is because despite the fact that the technology has changed and transformed the office to a better one. There are still some problems and aspects that cannot be overlooked as a result of those technological changes. The use of some of this equipment has adverse effects on the operators and the organization in general; which can also have effect on its production level.

The equipment has more from the traditional age to the modern age and therefore, there is need for the modern equipment to be available to the users. It is in this regard that the study is embarked on which is titled “An Assessment of the availability of the equipment and its effect on organization productivity.

1.2 STATEMENT OF THE PROBLEM

The impact of the office equipment is of paramount importance to any organization. However, there are some foreseeable problems along with the numerous advantages of its existence. Many organizations do not put this into consideration especially when it comes to organization productivity.

Office equipment increases the rate of intra and inter office communication, however, the cost of installation and keeping the equipment in a working state is exorbitant. He pointed out that the initial cost outlay and maintenance of the equipment will increase their expenses. As a result of this some organization do not purchase or make use of them without checking the cost effect.

Office professionals are not trained on the proper use of equipment or the various maintenance procedure that is required of equipment. He reveals that since not all products are manufacture or serviced by a single company, there should be a list of who to call in case of emergencies. As a result of this the slightest malfunction problem gets out of hand. There is no safety rule or training measures given to employee on how to go about using equipment without it affecting their health.

Many organization do not provide adequate necessary equipment for their employees, even when there is need for it, In some organizations these equipment, through they exist in a strict measures, rules and protocols need to be followed as declared by the management before employees can have full access to them.

1.3 PURPOSE OF THE STUDY

The main objective of the study is to examine the availability of office equipment and its effect on workers productivity. The specific objectives are as follows:

1. To examine whether office professionals are properly trained for the use of office equipment.
2. To find out whether there is adequate necessary equipment available to meet up workers demand.
3. To examine the extent to which workers have access to office equipment’s.
4. To proffer solutions to the challenges of office equipment in the organization.

1.4 SIGNIFICANCE OF THE STUDY

The research work is intended to view the availability of office equipment and its effect on workers productivity. This research project will be beneficial to people in the secretarial field to help them improve on their operational skill and maintenance culture. It will also benefit intending secretaries who have the quest for more knowledge on the office equipment and its effect on workers productivity as well as solution to students who are researching into similar topics, most especially,  the study help research and scholars together information for further research work on related study.  students in the office technology and management and other management students in the institution of higher learning. Finally the work will assist the organization on the use of office equipment on worker productivity or work output.

1.5 RESEARCH QUESTIONS

The following research questions will guide the study.

1. To what extent are office professionals properly trained for the use of office equipment?
2. To what extent are necessary equipment available to meet up workers demands?

iii. To what extent do workers have access to office equipment’s in the organisation?

1. What are the solutions to the challenges of office equipment in the organization?

1.6 SCOPE AND DELIMITATION OF THE STUDY

The scope of the research work is limited to Intels, Apex integrated and Think clean laundry

1.7DEFINITION OF TERMS

Availability: The quality of being able to be used or obtained.

Secretary: A secretary is a person who deals with correspondence, keeps records makes arrangement and appointments for particular members of staff.

Organization: It is defined in terms of planning co-ordination, direction and implementation.

Office Equipment: Asset used for the operating functions of a company.  Office equipment includes desks, chairs, computers, and light fixtures.

Prospect: The possibility or likelihood of some future event occurring.

Productivity: The effectiveness of productive effort, especially in industry, as measured in terms of the rate of output per unit of input.

Workers: A person who works, in particular: