RELEVANCE OF INFORMATION COMMUNICATION AND TECHNOLOGY ON THE JOB PERFORMANCE OF OFFICE MANAGER IN AN ORGANIZATION
CHAPTER I
INTRODUCTION
1.0 Background of the Study
Information Communication Technology is basic essential to the efficiency and smooth running of an organization. Most organization has adopted technology for faster and more efficient means of handling office procedures and decision making process based on accurate data and information. Managers in organizations do have a strong influence over the adoption of ICT by their enterprises and hence its impact on organizational effectiveness. The degree of management support has been found to impact on adoption on information communication and technology Wang and Qualls (2006). Burker et al 2007 in their own opinion says that managers may feel that they have no real direct or indirect say over the business and IT strategies and resulting investment decisions, their particular influence is in the effectiveness of its introduction and deployment in the workplace, particularly in shaping the culture and having social influence.
According to Iyanda (1990), “secretary” may refers to a chief administrator of an organization or to a person who performs the functions of organizing and recording the proceedings or to a professional auxiliary staff, skilled in shorthand and typewriting and mainly responsible to an executive. The secretary is the back-bone or blood of any organization. Therefore, she is expected to possess good qualification and some ideals personal qualities. Some of the personal attribute of a good secretary is good dressing, good health and self-reliance. He stressed further that office managers works closely with the company partners, owner, or president to meet their company’s staffing, equipment, and organizational needs. Duties may include pricing products from vendors, interviewing job applicants, managing payroll, and reimbursing members of the firm for out-of-pocket business expenses, and so the need for information technology had to come into play as information technology has replaced the traditional equipment used by an office manager to perform his tasks.
According to Okute (2001), Information Communication Technology is concerned with the aspect of managing and processing information through the use of electronic computers and computer software to convert, store, protect, process, transmit and retrieve information. It is the handling and processing of information for use by means of electronic and communication gadgets such as computers, cameras, telephones etc. Atakpa (2010) stated that secretarial functions everywhere in the world have undergone a lot of technical changes. As a result, modern office equipment which gives the secretary the opportunity to increase her efficiency abound. Many office functions and secretarial duties which were previously done manually have been mechanized. Thus, the diversities of these office technologies require the secretary to possess new skills and sub-skills to enable him/her to be relevant in the modern office.
According to Uzoka (2002), ICT has changed the equipment and work groups, of course; nobody today would like to work in an office where information processing and other secretarial activities are done manually or mechanically. So, the mechanized office is gradually given way to the automated office. Investment in networks of computer-based workstations and other automated equipment is transforming traditional manual office methods and paper communications media. Okwuanaso and Obayi (2003) corroborated the above statement by stating that Information Communication Technology has posed challenges to secretaries as they communicate in the present day office. According to them, In the past, secretaries’ functions were performed manually such that documents and records were maintained on papers, stored in files and drawers. The consequences of global development in the modern information and communication technology area, calls for corresponding development of new skills in office communication by all secretaries and office managers.
Montgomerie (2004), in his own study defines information technology as the handling of vocal, pictorial, textual and numerical information by means of micro-electronic based equipment in computing and telecommunication. This clearly brings about the advantages of information delivery through technological means, since almost all aspects of office work can be adequately being taken care of. Furthermore, Aronu (2000), further defines information communication technology as the combination of two technologies, computing and the main purpose of which is to transmit representation of information signals between remote locations.
1.1 Statements of the Problems
It has been observed that most Office Managers do not do well in their workplace due to their inability to use the new Information Communication Technology equipments that are in vogue presently and this is having a negative effect on their job performance. To this end, this study seeks to look into the Relevance of Information Communication and Technology on the job performance of office managers in an organization.
This however becomes a huge task as the study tries to,
1. Identify the degree acceptance of information and communication technology in organizational sector.
2. Examine the contribution of information and communication technology to the growth of an organization.
3. Know if information and communication technology is enhancing efficiency in organization and the effects it will have on organizations that have not fully adopted it in their day to day activities.
1.2 Purpose of the Study
The aim of this study is to find the relevance of ICT on the job performance of office manager and their secretaries.
The specific objectives of the study are to:
1. To establish the contribution of Information Communication Technology towards efficient performance of the office manager/secretary.
2. To determine the cause of non adaptation of information technology in the organizational sectors by office managers/secretary.
3. To determine the implications of poor information technology applications among office managers/secretary.
4. To identify ways necessary to address issue of technology among office managers in an organizations.
1.3 Research Questions
1. Information Communication Technology contributes to the job performance of managers in an organization.
2. Secretary role help in the growth of an organization.
3. Non-adaptation of Information Communication Technology among office managers affects their job performance.
4. Non-application of information technology has implication on the organization.
1.4 Significance of the Study
This study after completion will be of benefit to:
ü All secretaries in training for them to be able to identify the necessary ways to address the usage of ICT in an organization.
ü Any organization in other to improve the way they design and manage custom relationship with the use of Information Communication and Technology.
ü All institutions, especially secretarial studies department, on the training of secretaries in other to be effective.
ü Organizations to see the need for information and communication technology in the day to day running of its activities.
ü All the entire secretaries in Moshood Abiola Polytechnic and any other organization where they perform the function of secretary.
ü The government to identify the past effects of ICT and also help to update the upcoming researchers on how ICT is being monitored in the previous years.
ü The public and private business owners in other to enlighten them on relevance of having and maintaining a good automated working environment in their organization.
ü Student of higher institution who may wish to write or makes some research on a similar topic using this as a point of reference.
1.5 Scope of Study
The study covers the entire secretary in the Ogun State secretariat. There are 19 Ministries out of which 10 will be randomly selected with 6 secretaries from each ministry totally 60 secretaries will be used for the study.
1.6 Limitation of the Study
This study is limited to all secretaries working in the Ogun State Secretariat. Sixty (60) secretaries were selected randomly from ministries under the Ogun State Government.
1.7 Delimitation of the Study
The study will cover few secretaries in Moshood Abiola Polytechnic, Ojere, Abeokuta in regard to the effect of motivation on the job performance of confidential secretary in business organization in Ogun State.
1.8 Definition of Terms
ICT: Information Communication Technology is the combination of computing, telecommunicating and video techniques for the purpose of acquiring, process, storing, and disseminating vocal, pictoral, textual and numerical information.
Job Performance: The work related activities expected of an employee and how well those activities were executed.
Office Manager: Office Managers, also called administrative service managers, are business professionals who are responsible for a diverse set of administrative tasks, whether calculating payroll or hiring new employees, office managers must perform their duties with decisiveness and accuracy for a business to perform well.
Organization: Organization is a social unit or organized group of people that is structured and managed to meet a need or to pursue collective goals.
RELEVANCE OF INFORMATION COMMUNICATION AND TECHNOLOGY ON THE JOB PERFORMANCE OF OFFICE MANAGER IN AN ORGANIZATION