AN EXAMINATION OF THE INFLUENCE OF OFFICE AUTOMATION ON SECRETARIES JOB PRODUCTIVITY IN CAMEROON

CHAPTER ONE

INTRODUCTION

Background of the study 

The implementation of advanced office technology, such as computers, word processors, and other information technology resources, along with the adoption of modern management techniques, has revolutionised traditional work practices in the office. This has led to a new business mindset and rendered outdated the previous methods of conducting business transactions. Secretarial functions worldwide have experienced significant technological advancements. Consequently, there is a wide availability of contemporary office equipment that allows the secretary to enhance her productivity. The automation of numerous office processes and secretarial tasks that were formerly performed manually has occurred (Ukoh, 2022).

In the modern workplace, companies are seeking secretaries who has knowledge, skills, and competencies that will improve job performance. The secretary's job performance in the information-based environment will be significantly impacted by the development of a high level of efficacy in ICT. The advent of information technology has revolutionised office operations, resulting in a paradigm shift in the way tasks are performed.  Technology enables the transfer, storage, retrieval, and processing of information for subsequent transmission (Joles, 2020).

Office automation refers to the implementation of software and hardware components in order to mechanise the routine operations and procedures carried out within establishments. Applications for office automation facilitated the storage and retrieval of information and data in databases, allowing for their manipulation when necessary. Additionally, it is utilised to facilitate communication with external partners, customers, and purveyors, as well as throughout the entire organisation. By redefining office tasks, office automation increases organisational productivity and enhances the quality and precision of output (Dosumu et al., 2018). Office automation reduces the tension associated with role overload and identification for an office secretary; it also significantly impacts the employees' perceptions of their own status and job satisfaction; and it affects their attitudes towards the organization's objectives.

Office automation provides assistance to secretaries who rely heavily on the machines. As a result, the machines are capable of performing routine tasks or clerical jobs with greater speed, accuracy, and automation than a human could. This liberates secretaries from the burden of completing payroll, as well as numerous other letters and calculations that require the expertise and precision of a professional. A subset of these devices is equipped with sizable storage capacities and is capable of loading data into its memory unit. The automation of the workplace has generated fresh employment prospects, particularly for secretarial assistants. Office automation pertains to the implementation of technological advancements, including word processors, electronic intercom mail, and other personal computers, in order to enhance the productivity and efficiency of personnel. It encompasses the process of automating a processing system within an office setting (Akpan, 2022).

In the current professional landscape, employers are seeking secretaries with the knowledge, abilities, and competencies necessary to improve job performance. Therefore, in an environment that is becoming increasingly information-driven, the secretary's job performance will be impacted by the development of a high level of ICT proficiency (Akpan, 2022). The functions of the office have been radically altered by information technology; tasks are now performed differently. By utilising technology, data could be transferred, stored, retrieved, and processed prior to further transmission. A variety of office apparatus is utilised by secretaries and administrative assistants, including fax machines, photocopiers, scanners, video conferencing and telephone systems. Furthermore, secretaries frequently utilise computer systems to perform duties that were previously delegated to managers and professionals. This includes generating correspondence, organising databases, and developing presentations, reports, and documents through the implementation of desktop publishing software and digital graphics (Okpo, 2021). In addition, they may engage in supplier negotiations, procure supplies, oversee operations in areas such as corporate libraries and stockrooms, perform equipment maintenance and inspection, and retrieve data from diverse sources. Managers and professionals have concurrently taken on a variety of responsibilities that were formerly the purview of secretaries and administrative assistants, including answering the telephone and using the keyboard. Due to a reduction in word processing and dictation duties, secretaries are now able to devote more time to providing assistance to members of the executive staff.

1.2 Statement of the Problem

As office technology dependence continues to increase, the office professional's responsibilities have undergone significant transformation. As a result of organisational restructuring and office automation, secretaries are increasingly entrusted with duties that were previously the exclusive domain of managerial and professional personnel (Horby, 2018). Notwithstanding these modifications, secretaries' fundamental duties have remained largely unchanged: executing and coordinating the administrative operations of an office and ensuring the storage, retrieval, and integration of information in order to distribute it to personnel and clients (Gagem. 2018).

The advent of office technologies in contemporary organisations has presented a formidable obstacle to the professional competencies of all staff members, including secretaries. Therefore, in contemporary organisations, these communication technologies have recently brought about a paradigm shift in office competencies, rendering obsolete certain skills such as typing on a manual typewriter and transcription. Additionally, they have introduced previously undiscovered proficiencies like desktop publishing, networking, and internet expertise, among others. Undoubtedly, the aforementioned advancement has posed a test to the competencies and roles of secretaries (Gagem, 2018). Once more, the progressions in communication technologies have necessitated that secretaries reposition themselves to remain pertinent in their execution of office duties and to adapt to the technological inclination prevalent in contemporary workplaces.

1.3 Objectives of the Study 

The primary objective of this study is to critically examine the influence of office automation on secretaries job productivity in Cameroon. Specifically the study seeks to:

Determine the extent to which office automation affects secretaries' job productivity in Cameroon.

Examine the office tools  office automation tools and technologies used by secretaries in Cameroon.

Assess the impact of office automation on secretaries job productivity in Cameroon.

Examine the challenges faced by secretaries in adapting to office automation technologies in Cameroon.

1.4 Research Questions

The following research questions will be answered in this study:

What is the extent to which office automation affects secretaries' job productivity in Cameroon?

What are the office tools  office automation tools and technologies used by secretaries in Cameroon?

What are the impact of office automation on secretaries job productivity in Cameroon?

What are the challenges faced by secretaries in adapting to office automation technologies in Cameroon?

1.5 Research Hypothesis

The following null hypothesis will validate this study:

Ho1: There is no influence of office automation on secretaries job productivity in Cameroon.

1.6 Significance of the study

The study would enable secretaries and indeed the policy makers of business organizations to be aware of Automated tools as a major product of productivity. The research is equally significant because it would provide answers to factors militating against the use of office automation. This work would also be useful to students, scholars and researchers who may wish to undertake a similar study as they will use it as springboard to their own work.

1.7 Scope of the study

The study aims to carry out an examination of the the influence of office automation on secretaries job productivity in Cameroon. Empirically, this study will explore the extent to which office automation affects secretaries' job productivity, examine the office tools  office automation tools and technologies used by secretaries, assess the impact of office automation on secretaries job productivity and examine the challenges faced by secretaries in adapting to office automation technologies.

This study will be carried out in Cameroon.

1.8 Limitation of the study

The researchers encountered slight constraints while carrying out the study. The significant constraint was the scanty literature on the subject owing that the examination of the the influence of office automation on secretaries job productivity in Cameroon discourse is vast thus the researcher incurred more financial expenses and much time was required in sourcing for the relevant materials, literature, or information and in the process of data collection, which is why the researcher resorted to a limited choice of sample size covering only residents of Cameroon. Thus findings of this study cannot be used for generalization for other regions within Cameroon. Additionally, the researcher will simultaneously engage in this study with other academic work will impede maximum devotion to the research. Howbeit, despite the constraint encountered during the research, all factors were downplayed in other to give the best and make the research successful.

1.9 Definition of terms

Secretary: A secretary is an administrative professional who provides clerical and administrative support to an individual or an organization. Their duties typically include tasks such as answering phone calls, managing correspondence, scheduling appointments, organizing meetings, maintaining records, and performing various administrative tasks to ensure the smooth functioning of an office or department. Secretaries often serve as a primary point of contact between their employer and clients, customers, or other staff members.

Job productivity: Job productivity refers to the efficiency and effectiveness with which tasks and goals are accomplished within a job or workplace setting. It measures the output generated relative to the input of resources such as time, effort, and capital. Essentially, it's about how well individuals or teams utilize their resources to achieve desired outcomes. Productivity can be influenced by various factors including employee skills, motivation, work environment, technology, and management practices.

Office automation: Office automation refers to the use of computer technology and software applications to automate routine office tasks and processes. It involves the integration of various office functions such as data storage, document management, communication, scheduling, and workflow management into a unified system. By automating repetitive tasks, office automation aims to streamline operations, improve efficiency, and enhance productivity within an organization. Examples of office automation tools include email systems, word processing software, spreadsheets, database management systems, and enterprise resource planning (ERP) software.