THE EFFECT OF INFORMATION TECHNOLOGY ON SECRETARIAL EFFICIENCY

THE EFFECT OF INFORMATION TECHNOLOGY ON SECRETARIAL EFFICIENCY

CHAPTER ONE

1.0     INTRODUCTION

1.1     BACKGROUND OF THE STUDY

Since the beginning of writing language, societies have performed the administrative functions that today are called office work. Business transaction have been recorded, there has been writing oral communication, information has been stored and retrieved, calculations have performed, decisions have been made. The arrival of new technology changed the way these were performed. The invention of paper link and movable typewriter, a variety of mechanical and electrical devices had an impact. The typewriter and photocopying machine change written communication, and the early business computer changed how certain high-volume transactions were handled.

Despite the change they brought, none of these technologies fundamentally altered labour intensive character of office procedures and improved productivity yet typing continued to be highly labour intensive until automation typewriters and later, word processor were introduced.

Most offices now have an amazing array of electronic equipment, fax machine, mobile telephone and all manners of advanced telecommunication method combine to make communication very fast and very simple. Technology advances at an incredible speed, challenging the traditional roles in an organization.

In many ways the job is much easier. There is no pains tricking, retyping of letter and documents, when the boss changes his mind over a word; the word processor has provided the means of work to be changed quickly. It is far quicker to send a fax or an electronic message halfway across the world, knowing that it will arrive instantaneously without subjection to the vagaries of the mail.

These advanced technologies require set of skills and different secretaries have to understand computers, how they functions and how to make the best of them for efficiency and job satisfaction. The role of the secretary has expanded dramatically over the past twenty years as the technological evolution has made its impacts on the office and environment. With the advent of the electronic office and the changes it brings, today’s Secretary needs to be a centre on technology. Traditional duties have been enhance, the job has developed into a key role in the organization and the secretary now holds valuable position.

1.2     STATEMENT OF THE PROBLEM

The researcher realized that the office work and efficiency profession will continue to lose its vitality in producing famous and contemporizes professionals in the labour market if the training of modern secretaries does not met up with the challenges ahead.

In other words, the secretary cannot perform effectively, if not expose to the increasing technological advancement in Nigeria as follow: Performance may be impacted by vague expectations, barriers to access, medical conditions personal circumstances or job dissatisfaction. Determining the origins of unacceptable performance is the first step toward making necessary improvement. Following are typical factors that impact performance and options and resources and options and considered.

The quality of ventilation and air inside offices, schools, and other work places is important not only for their workers comfort but also for their health. Poor ventilation and air quality has been tied to symptoms like headaches, and irritation concentrating and irritation of the eyes, nose, throat and lungs. Also, many factors affect ventilation and air quality. These factors include poor ventilation (lack of outside air). Problems controlling temperature, high or low humidity recent remodeling, and other activities in or near a building that can affect the fresh air coming into the building. Sometime specific contaminants like dust from construction or renovation, mold, cleaning suppliers, pesticides, or other airborne chemicals released (including small amounts of chemicals released as a gas over) may cause poor indoor air quality.

Also Merriam –Webster dictionary defines the quality of being efficient as the “productive of desired effects, especially: productive without waste can efficient worker)”. When workers or organizations have problems in efficiency, success in the terms of profit and quality can be compromised. Most efficiency issue can be resolved by using quality control methods to create awareness of which main areas contain the weakest links. Many efficiency problems can be blamed on poor time-management issues. Also lack of efficiency in managing cash flow can cause insolvency, which can then lead to bankruptcy. Problems begin when companies face unanticipated expenses and loss any safety cushion, or when not enough money exists to expand the company or hire quality staff.

Finally, challenges for those who are unlearned or unskilled for jobs. However, in addition to some of the obvious disadvantages of unskilled workers, they do create some advantages.

1.3     PURPOSE OF THE STUDY

This is mainly to investigate the efficiency of information technology on secretarial profession using Federals Ministry of Science and Technology, Abuja as a case study.

Highlighting the new developments that have taking place on communication system. Having an insight in how these advancements on information technology will affect business organization in relation to productivity and profitability. To determine how skilful and knowledgeable the staff are in the use of information technology resources. And also to determine the challenges associated with the application of information in Federal Ministry of Science and Technology. Finally to determine ascertain the level of computerization/automation of Federal Ministry of Science and Technology

1.4     RESEARCH QUESTIONS

1. What is the efficiency of information technology on the secretarial profession?
2. What are the factors militating against the application of information technology in Federal Ministry of Science and Technology?
3. What is the usefulness of information technology in Federal Ministry of Science and Technology?
4. What extend has information technology been employed in federal Ministry of Science and technology?

1.5     SIGNIFICANCE OF THE STUDY

One of the significance of the project work is for effective functioning of office work in government organization taken the Federal Ministry of Science Technology to ensure efficiency in office operation.

Another significance of the study is enlighten employers who should do more than is supposed to do in office work. Also significance of the study is to training of modern secretaries will see why they have to be exposed the new technology in their institution of learning so as to blend with the labour market At graduation.

It is also to encourage office work to be more courageous and dedicated to their job. Finally, is to stimulate the purpose to go for office work course because its lucrativeness.

1.6     SCOPE OF THE STUDY

This research work is on the effect of information technology on secretarial efficiency on Federal Ministry of Science and Technology Abuja, as a case study.

IMPORTANT OF INFORMATION TECHNOLOGY TO SECRETARY

IMPORTANT OF INFORMATION TECHNOLOGY TO SECRETARY

“The secretary- General recognizes the enormous potential of information and technology to strengthen the decision-making and delivery capacity of the secretarial. It is of paramount importance to the secretary-general to ensure that the technology environment, for which the chief information officer is responsible, fully supports the work of the united Nations in the areas of peace and security” development, human rights and international law, among other mandates. That requires continued focus on successfully delivering existing priority initiatives.

In the past technology has been regarded as utility which is separate from substantive business. The main important of information technology is listed below:

1. Information processing
2. Storage and Retrieval
3. Input
4. Output
5. Distribution
6. Information processing:This is the chain of activities involve in getting raw data converted to refined information that would be ready for final consumption or for taking a final decision.
7. Storage and Retrieval: By ensuring safety of the already processed information for future need or reference whenever the need arises. Or Storage is an aspect of keeping documents or other equipment in a safer place so as to avoid wastage or spillage. These range from the most common form (office files) to the sophisticated types such as computer, flash, CD-ROM etc. All these are done with the aim of keeping records intact for the successful running of the organization as well as for future references. Today, there are available for preserving records in offices and organizations which are as follows:
8. Computer system

Computer system is the electronic machine that capable of receiving data as raw input and be able to process the data at a very faster and then provide result as an output.

1. Flash

This is a small object that is used to copy and transfer information from one computer system to another system within the same environment or over a distance without much stress.

iii. CD-ROM

This is a small round plastic plate also used in copying information from one system to another system. Sometime, this is equally designed by the manufacturer of the computer itself housing certain information about the programmers incorporated in the system (non-rewriteable).

1. Handset

This is an object used for communication between individuals over a distance. At the same time the handset has the facilities to store certain information such a name of close associates, business partners, text messages, recorded voice, internet browsing and a few more.

3. Input: this is an act of getting raw data/facts into the computer system by way of typing with the means of keyboard or whatever.
4. Output: this is piece of refined information or document gotten as a result of series of processing activities that had been performed on the data by the machine.

5.Distribution: this means passing of the processed information to the needy bodies by the concerned authorities.

The Impact of Information Technology On Nigeria Banking

Information technology (IT) as defined by Wikipedia is the application of computers and telecommunications equipment to store, retrieve, transmit and manipulate data, often in the context of a business or other enterprise.

As technology evolved, there is an increase in demands for quick, efficient and reliable services;industry players are increasingly deploying technology as a means of generating insights into customers’ behavioural patterns and preferences. Highly developed outsourcing support functions are increasingly being used to provide services and manage costs. A good example of this is the use of Automated Teller Machine networks, cards processing, Point of Sales machine etc.

THE NIGERIAN BANKING INDUSTRY

The banking industry in Nigeria has in the recent past undergone series of financial reforms that shook its very foundation and sparked a lot of changes and uncertainty. But as the  banks adjust to this changes, most them seem to have emerged stronger than they were before the storm.

The structure of the Nigerian financial services industry changed drastically during the period of this drastic measure and reform, bringing about significant changes  in the market.

Within the context of current developments and with increased breadth and depth of competition, the task of identifying the unique characteristics that will enable any bank perform excellent above its peers is becoming more challenging.

REVOLUTION OF ELECTRONIC BANKING IN NIGERIA 

Electronic banking can be described as the act of carrying out the business transaction of a bank using electronic devices. Examples of electronic devices that are used include Computer Systems, Global System for Mobile Communication (GSM), phones, Automated Teller machine (ATM), Internet facilities, Optical Character Recognition (OCR), Smart Cards, etc. E–banking is about using the infrastructure of the digital age to create opportunities, both local and global.

 

E–banking enables the dramatic lowering of transaction costs, and the creation of new types of banking opportunities that address the barriers of time and distance. Banking opportunities are local, global and immediate in e–banking

 

The emerging of e–banking dates back to the late 80s when the banking sector in Nigeria was deregulated. The result of this deregulation brought far–reaching transformation through computerization and improved bank service delivery.

Competition with new products became keen within the system while customer sophistication posed a challenge for them, hence the reengineering of processing techniques of business activities encourage the automation of financial services especially among new generation of commercial and merchant banks.

In effect, the emergence of new technology (Information technology) in banks has motivated the introduction of high technology in the Nigerian banking system which has greatly impacted of service delivery and profitability of Nigerian banks.

IMPACT OF INFORMATION TECHNOLOGY IN NIGERIA’S BANKING INDUSTRY

The following include some of the major impacts of information technology in Nigeria’s banking system:

MOBILE BANKING:

This mode of e–banking makes use of the Global System for Mobile communication

(GSM) phones as the primary electronic device. GSM has improved the operational efficiency of many banks in the country. The mobile banking services basically allow customers to operate their accounts with the operating banks from mobile phones to a large extent as long as their phones and network support SMS (short messaging service). Banking services available on this platform include checking of account balance, transfer of cash to other bank accounts, e-top of recharge voucher etc.

POINT OF SALE

The point of sale is the time and place where a retail transaction is completed. It is the point at which a customer makes a payment to the merchant in exchange for goods or after provision of a service.

 

POS

POS

AUTOMATED TELLER MACHINES (ATMs)

 

ATM

ATM

 

ATMs are a computer–controlled device that dispenses cash, and may provide other

Services to customers who identify themselves  with a Personal Identification Number. ATM dispenses cash at any time of the day and night, unlike the traditional method where customers  have to queue for a very long time  in order to withdraw cash or transfer funds.

ADOPTION OF THE ICT INTEGRATED PROJECT

Banks in Nigeria have successfully completed information and communication technology integration project which enables them to communicate easily a cross as many employees as possible within and outside the country to deliver radically – enhanced customer – centric services.

FUNDS TRANSFER

FUND TRANSFER

 

 

Customers can now electronically transfer funds across the globe without any problem or delay as compared to the traditional method before the advent of information technology when funds are seriously delayed before they are delivered to the recipients

.

ON-LINE BANKING

 

With the aid of information technology, online banking provides the opportunity of paying bills and performing transactions of any kind electronically. Electronic payments can be credited or debited the same day.

 

Customers can make payments for goods or services without necessarily coming in contact with physical cash and running the risk of handling a large amount of money.

ELECTRONIC MAIL

Information technology has given rise to electronic mail which improves communication between individuals, external parties and the bank within or across various geographical regions or boundaries. The availability of online information provides bankers and customers with a powerful vehicle for research.

BANKERS AUTOMATED CLEARING SERVICES

This involves the use of Magnetic Ink Character Reader (MICR) for cheque processing. It is capable of encoding, reading and sorting cheques. Also, request for cheque books or purchase of draft can be made and granted via electronic devices that are web–enabled.

Summarily, the impact of information technology in banking industries in Nigeria cannot be over–emphasized. It has provided flexible and convenient services to customers.

Most current e–banking applications make use of the Internet which allows customers to obtain current account balances at any time. Customers do not need to bother themselves once money have been deposited or withdrawn from their accounts as most banks in Nigeria employs the use of short message service (SMS) to intimate customers of their balances immediately the transaction is performed.

Indeed it is no doubts that majority of organizations including the banks have taken the advantage of IT to enhance their operations. Most of them have website on the Internet in order to extend their services globally, provide executive services and promote quality of service delivery. Driven by their ambitious aspirations to dominate the African financial services landscape, and under the leadership of a dynamic and visionary management team through information technology, Nigerian banks has been rapidly transformed from being just a bank to a one –stop shop financial solutions provider.