TABLE
OF CONTENTS
Title page
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- i
Approval page
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Declaration
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- iii
Dedication
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- iv
Acknowledgement
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- v
Abstract
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- vii
CHAPTER ONE
Introduction
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Background of the
study -
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- 1
Statement of the Problem
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- 5
Purpose of the study
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- 6
Significance of the
study -
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- 7
Scope of the study
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Limitation of the study
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8
Definition of
terms -
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CHAPTER TWO
Literature Review
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- - 11
Introduction
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- 11
Conceptual Framework
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- 11
Modern Office Machine
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- 13
The Physical Environment factors
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Adequate Remuneration of Office
Professional - -
- 25
Human Relation Skills
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- 28
Summary of Review -
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32
CHAPTER THREE:
Research Methodology
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- 33
Introduction
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- 33
Research Design
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- 34
Area of the
study – -
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- 34
Population of the study
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- 34
Sample size
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- 35
Method of Data
Collection -
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- 35
Instrument for Data Collection
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Validation of the instrument
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Administration of Instrument
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Data analysis
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CHAPTER FOUR:
Data Analysis and Interpretation
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Introduction
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- 38
Answer Research questions
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Interpretations
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- 40
Summary of Major findings
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Discussion of findings
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- - 49
CHAPTER FIVE
Summary, Conclusion and
Recommendation -
- - 52
Introduction
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- 52
Summary
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- 52
Summary of Major findings
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- - 53
Conclusion
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- 53
Recommendation
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- - 54
Suggestion for further studies
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- - 55
References
Appendix A: Letter of
Introduction
Appendix B: Questionnaire
CHAPTER
ONE
INTRODUCTION
Background of the Study
Contemporary dictionary defines
environment as all the surrounding condition, which influence growth and
development. Environment can also be defined as the external and internal
surrounding of an office as it affects a secretary. According to Rwuaan (2010),
an office is a building where clerical work is done, where information is
received, conveyed, recorded processed and safeguard. An office is generally a
room or other area in which people work, but may also denote a position within
an organization with specific duties attached to it (see office, office holder,
official), the latter is an fact an earlier usage, office as place originally
referring to the location of one’s duty.
An office is an architectural and
design phenomenon and a social phenomenon, whether it is a small office such as
a bench in the corner of a “mom and pop shop” of extremely small size (see
small office home office) through entire floors of buildings up to and
including massive building dedicated entirely to one company. In modern terms
an office usually refers to the location where white-collar workers are
employed.
Productivity has been generally
defined as a ration of a measure of output to a measure of some or all of the
resources used to produces these output. In this way, one or a number of input
measures can be taken and compared with one or a number of output measure. When
attempt is made to include all inputs and all output in a system, the measure
is called a Total Productivity Measure (TPM) Palik (2006) explains in his what
that the input used in a process can be hour of labour, unit of capital and
qualities of raw materials compared with the consequent output.
History has it that the background
of office professional dates back to the days when ancient office professionals
who were then called secretaries worked under the primitive circle of office
surroundings. Despite the fact that the importance of the early office
professionals was realized when the need for keeping, retrieving and
safeguarding confidential matters were needed. At that time, the duties and
responsibilities of office professionals was of much importance in terms of job
satisfaction the office profession. The duties and responsibilities of office
professional involves providing services relating to processing, documenting
and disseminating information, (Smith, 2008).
Today, the duties and
responsibilities of office professional in organization are very important that
no organization can survive without this class of workers. They are so
important that the ill conceived idea of the federal Government to right size
and down size these class of worker caused great set back in the discharge of
office function which made it imperative for all affected office professional
to be recalled back to their duties (BPSR, 2008).
The function of office professionals
in organizations have formed part of the cardinal roles stated in available
literatures. In consonance with the views expressed above. Omotosho (1990)
states that no business activity succeeds without an efficient office
professional. The office professional copes with all demands and stresses of
the office in the way that he enjoys leadership control of crisis that might
emanate from managing records, people communication, information and other
resources that are instinctively involved in making an office.
In most office today, two types of
office professionals are recognized and these are the personal or private and
confidential. For the purpose of updating the duties and responsibilities of
office professionals, MTU in Madelyn and Urwin (1980( defined office
professionals as one in charge of typesetting, recording and keeping vital or
confidential document of an organization that some executives may not be
allowed access to; while the private office professional is one who employed to
assist a member of staff at top level by undertaking some of his routine work
and ensuring the smooth running of the office.
Ceik and forti (2009) state that the
duties of office professional in organization includes organizing, coordinating
and implementing delicious for the day to day running of the organization.
Azuonge (2007) says executives in most organization are ignorant of the vital
roles performed by office professional for the growth of an organization as
such these class of worker are seen with little or no respect as clerks
and mail runners by this officers. To achieve any set objective by an
organization in a work place, it require the complete efforts of a team work. The
office professional being part of this team plays an important and essential
function in bringing about the desired success in every organization,
irrespective of services it renders to the general public. Jeffrey and Kevin,
(2001) state that in this age of globalization, characterized by computer and
other office technology, as well as sophisticated nature of office dealings,
the duties and function of office professionals in achieving organizational
goals cannot be over emphasized.
Njoku (2003) opines that the duties
of office professionals vary and are often unspecified. However, the duties and
function of office professionals and the expectations of an employer. These
duties include taking down notes from the speech of the boss and producing a
mail able copy out of it, performing reception duties involving public
relations, clerical duties involving replying to correspondence, filling
operations, records management, other unspecified function such as booking
flights and accommodation, running specialized errands etc.
He adds that the functions of the
office professionals are ever expanding rapidly. However, the proper
performance of duties by office professional is a reliable avenue for the image
making profiles such office professional work with. It is with this in mind
that the research work is being carried out to identify the duties and
responsibilities of office professionals in Kaduna polytechnic.
Statement of the Problem
The work environment is a
determining factor to office professionals performance and productivity but
this has not been achieved in modern day office as a result of the following
problems such as inadequate of modern office equipments, poor human relations,
physical environmental factors and poor remuneration of office professionals, all
these factors contribute to low performance of office professionals. It is not
uncommon to find some organizations still subjecting office professional to the
use of manual typewriters. When office professional are not provided with
efficient and effective working tools, productivity is definitely bound to be
low.
It is equally agreed that some
office professionals find it difficult to get along with their work as a result
of un-conducive environment in the office. this brings about other tendencies
among with include the inability to control staff under her or not giving
proper attention to visitors in the office
.Overcrowding and of clean office or environment especially in the office
professional’s office seriously have impacts in the productivity of the office
professional
Purpose of the Study
The major purpose of this study was
to examine the impact of work environment on the productivity of office
professional. But in specific terms, the study was under taken to:
- find out the types of modern office machines require for office professionals productivity.
- determine the physical environmental factors that lead to the attainment of the organizational objectives
- to find out how adequate remuneration of office professional improve office productivity in an organization.
- to find out how human relation skills increase office professional productivity.
Research Questions
The following research questions and
hypotheses were posed and formulated for the study:
- i. What are the types of office equipment require for office professionals productivity
- ii. What are the physical environmental factors that lead to the attainment of organizational objectives
- iii. How does human relations skills influence office professional productivity in an organization
- iv. How does remuneration influence office professional productivity in an organization.
Significance of the Study
The significance of this research
can never be over emphasized. It is only conducted to identify, the importance
of work environment on a office professions, the study will be of immense
importance for the following:
Office Profession: Office professional as an individual who oversees the
running of an organization, plan coordinate and oversees various organizational
function which are performed by the other employee of the company.
Future References: To service as a source of information for future researchers
who which to gather useful data pertaining to office profession.
Organizations: To educate the organizations so that they can provide
conducive environment to secretaries work.
Scope of the Study
The study concentrated on the
internal segments of the office profession in order to determine the level of
influence it on the performance of the office profession. The scope of this
study also cover executives and office profession.
Limitation of the Study
The researcher intended to provide
as much material as possible with respect to the topic under study, but a lot
of limitation prevented him from doing so. Time proved to be a major limitation
in the conduct of this research topic. The problem was the combining of attendance
of lecturers and sourcing for data to writ the project.
Financial constraints also posed a
problem in the data collection during the course of survey research, as the
research did not have enough money to make calls on the respondents for data/
Definition of Terms
Impact: Change produced by an action or cause, it may be negative
or positive
Office: Literally speaking an office is any given place where
information is received, sorted, recorded, rearranged, retrieved and kept for
future reference.
Environment: This relates to the physical condition in the working place
of the secretary.
Organization: Organization is the rational co-ordination of the
activities of a number of people for achievement of some common explicit
purpose or goal, through division of labour.
Secretary: A secretary is defined as a keeper of secrets or any
persons employed by another person, society, enterprise, organization or
co-operation for the purpose of conducting correspondence, keeping
business records and transacting other business.
Executive: Person in business organization with administrative or
managerial skills.
Colleagues: Persons with whom one work within the office or
organization
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