AN INVESTIGATION INTO THE  IMPACT OF INFORMATION TECHNOLOGY ON  SECRETARIES IN AN ORGANIZATION

CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

The information and communications technology (ICT) revolution is widely recognized as the world's fourth major industrial revolution (Asakpa, 2020). In point of fact, information and communications technology has become the doorway to the contemporary information skills and orientation (ISO) that define the global order. The term "information and communications technology" (ICT) refers to the practice of using various digital tools to various elements of secretarial work. In the context of the secretarial profession, information and communications technology (ICT) is defined as the combination of technologies that are used for the purpose of gathering, storing, processing, file management, diary keeping, communicating, and delivering information relating to secretarial processes (Oladimeji, 2019). The growth of information and communication technology as well as its effectiveness are both essential to the accomplishment of the secretarial aim (Obanya, 2020). The application of all facets of using technology like computers, microelectronic devices, satellites, and communication networks is what is meant by "information and communication technology," or "ICT." According to the national strategy on ICT (2018), the term "information and communications technology" (ICT) refers to any piece of hardware that is used in the process of acquiring, storing, manipulating, managing, controlling, displaying, and switching information. In another aspect, information and communications technology (ICT) is viewed as communication in any form that may be utilized, evaluated, conveyed, or transferred in order to communicate, send, or receive information. The implementation and usage of these devices results in the information, text, and communications, as well as sound and motion, being converted into digital form. Through training and retraining, information and communications technology (ICT) has an impact on the secretarial behavior of office secretaries. It is an essential part of one's responsibilities as a secretary. owing to the fact that the duties of a secretary include both management and administrative tasks.

There is no question that information and communication technology has the potential to become an efficient instrument that may boost productivity and help the company face the demands of modern-day secretarial work. The national policy on information and communications technology in Nigeria was adopted by the federal government in March of 2001, and the implementation of the policy began in April of the same year. The implementation of the policy was given to the National Information Technology Development Agency (NITDA), which was established by the federal government after it came to the realization that private service providers have enormous capacity for information and communication technology (ICT) services. In light of this, the government of Nigeria established the Nigeria National ICT for development of ICT4D, strategic action plan committee to devise a fresh course of action for the country. ICT has had a positive impact on the secretarial profession in all of its ramifications, to the point where no nation can avoid being affected by this transformative movement. This movement is propelled forward by the engines of the internet and other modern day inventions such as computers, fax machines, GSM, and so on. This indicates that secretaries, in order for their profession to continue existing, are now need to place their very futures in information and communication technology (ICT). Recent research has demonstrated that integrating and using ICT into the secretarial profession results in an improvement in performance for secretaries working in all types of organizations. Recent studies have proven that the use of information and communication technology makes secretarial job easier and more accurate (Ogunsiji and Aregbe, 2020). Lasisi (2019) is also of the opinion that advancements in information and communications technology have improved the role of a secretary and eliminated the monotony associated with using a typewriter. The cyber revolution has begun to reshape the secretarial profession, resulting in a new sense of self-image, more creativity and invention, and a technical infrastructure that is ever increasing. However, it does not seem that the new challenges presented by ICT and the enthusiasm that they are producing have spread across the whole of society. A significant number of lords in the early modern period had secretaries who performed duties that were strikingly comparable to those of secretaries in the contemporary day. They are men who were expected to acquire what we in the modern day would refer to as a wide and generalized education, and they had an excellent knowledge of many languages, including Latin. After the Renaissance, males continued to hold the majority of clerical and secretarial positions up until the late 1880s, when a new writing machine was introduced, which opened the door for women to join the field. The National Secretaries Association (NSA) was first established in the year 1942. (now know as the International Association of Administrative professional). In 1951, the NSA was the organization that first oversaw the certification process for professional secretaries (Lasisi, 2019). The advent of missionaries and colonial masters in Nigeria is considered to be the beginning of the history of the secretarial profession in that country. The position of the secretary has been diminished as a result of the proliferation of information technology, which has made the tedious tasks of paper carrying and filling unnecessary. As a consequence of this, the secretary will most likely have more time to devote to work that involves aspects of human behavior. There is little question that advancements in information and communication technology have made significant contributions to the field of secretarial work. The scope of this study endeavor is to investigate the impact that advancements in information technology have had on the productivity of secretaries working in offices.

1.2 Statement of the problem

The lack of a typewriter in the office, together with the responsibilities of the secretary, has had a direct and indirect impact on the organizational structure, which in turn has a negative impact on the effectiveness of the front office (Lasisi, 2019). There have been a lot of research efforts made in order to provide recommendations or discover a long-term solution to the problems that the secretaries at the office are facing, but there are still failures in the process. The influence of information technology on secretaries working in a company is the subject of this research study.

1.3 Objective of the Study

The general objective of the study is to investigate the impact of information technology on  secretaries in an organization. Specifically, the study will be guided under the following:

i.          To examine the challenges  of  secretaries in using the information technology  in offices.

ii.        To find out the benefit of using information technology by  secretaries in an organization.

iii.      To recommend how the application of ICT can improve the efficiency of secretaries .

1.4 Research Questions

The following questions have been prepared for the study:

i.          What are  the challenges  of  secretaries in using the information technology  in offices?

ii.        What are the benefit of using information technology by  secretaries in an organization?

iii.      How  can the application of ICT improve the efficiency of secretaries ?

1.5       Significant of the Study

This study will also create awareness to the  individual secretary as it will enlighten them on the roles of ICT in the desk office.

The study will identify what lesson need to be learned on  how ICT lessons can be applied in a consistent way in order to  help secretaries put up good secretarial attribute in the performance of their duties.

The study will also assess the effect of ICT in the office and on the secretaries and proffer solutions.

The study will be significant to the academic community as it will contribute to the existing literature.

1.6       Scope of the Study

This study will examine the challenges of secretaries in using the information technology  in offices. The study will also find out the benefit of using information technology by  secretaries in an organization. Lastly, the study will recommend how the application of ICT can improve the efficiency of secretaries. Hence the study will be delimited to chrisokeson international limited Abuja.

1.7       Limitation

Like in every human endeavour, the researchers encountered slight constraints while carrying out the study. Insufficient funds tend to impede the efficiency of the researcher in sourcing for the relevant materials, literature, or information and in the process of data collection (internet, questionnaire, and interview), which is why the researcher resorted to a moderate choice of sample size. More so, the researcher will simultaneously engage in this study with other academic work. As a result, the amount of time spent on research will be reduced.

1.8       Definition of Terms

Information Technology

It is used to lower the range of information in various forms in particular to computer, digital electronic and telecommunication.

Secretary

An administrative assistant who has good mastering of office skills and ability to assume responsibilities without direct supervision, displays, initiatives, exercise judgement, makes decision with the scope of his/her ability.

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