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The Impact of Modern Office Technology on the Secretarys Performance in Some

Selected Business Organizations in the Takoradi Metropolis

Wrote by: Phyllis Asorh Oteng and Peter Awini Seidu

Global mega-trends such as globalisation and digitisation have raised the speed, scale and interconnectedness with our world operates. No matter which area of business we are in, there is a tremendous amount of change occurring. We are in the age where disruptive technologies are the order of the day and business models are being redefined and the secretary plays a very important role in the running of an organization. A secretary is the chief organiser of a meeting scheduling of appointments for or on behalf of the boss, these attributes put the secretary at the centre of playing a very important role in the efficient management of the organization. The use of ICT in general has made the secretary to be part of office technology. The efficiency of performing the task depend mainly on the availability of the desired proficiencies and skills acquired by the secretary in the organisation. The article wrote by Oteng & Seidu was carried out to examine modern office technology/equipment and its impact on the secretarys performance in some selected organizations.

Most recently, organizations have developed word processing centres and relied on personal computers and even electronic mail for need by secretarial support and make the secretary much productive (Ezoem, 1995; Osuala, 2004). The type of machines and gadgets that were used to produce, duplicate and store information had transform with the growing world technology, as a result, the role of secretaries in the business set up has changed wildly from the typewriting, shorthand dictation, even answering of telephone calls and processing of mails to the usage of computers and other modern gadgets (Mumuni & Sam 2014). As we all knows, Microsoft office software package which comprises the MsWord, MsExcel, and MsPowerPoint are the software identified in this study to be supporting the secretarial tasks. The secretary uses the ICT software in performing different tasks in the office. The secretary uses the MsWord to perform word processing tasks, while MsExcel is used by the secretary in doing simple calculations, record keeping. Meanwhile, theory in action such as secretary use typewriter and move to MsWord and the implementation going more drastic changing to Microsoft 365. It shows a rapid changis can ease the secretary works and can also bring benefits toward the organization. Moreover, due to new or enhance system, its can save a lot of money cause, manager do not hire another staff to do the same works plus, it could lead to produce productive employees.

Thus, based on the articles, to measure the effectiveness secretarys performance, it depends upon the equipment, knowledge and skills of that person. In this cases, most of the secretary are the diploma holders. Thus, secretary must be knowledgeable enough in the operation of modern office technology to make sure their optimum usage which inevitably affects the organizations activities and output. As for sure, modern office technology could contribute to the rise in the productivity of the organization. Based on the findings in the article above, it is concluded that many organizations have computers and other modern office technological/equipment. The skills of the secretaries in the use of modern technological equipment are basically portrayed in virtually all aspects of the working environment in a modern business office. Thus, organizations should procure as many modern office technological equipment as are available in the market to enable secretaries increase their productivity. Secondly, secretaries without new skills in the use of modern office technology should be retrained to fit into the trend of current advancement or up-to-date equipment. Another thing that I found is technology/modern office technology has tremendously influence on the general performance of the secretary. Secretary needs periodic raining on office automation technologies so that they will be up- to- date with the emerging advancements of office technologies. That is important because frequent changes and advancement of technology in the modern office climate has forced the need for training and re-training of staff. This necessitated the need for the secretary to be supported and motivated in order to assume positive changes from the impacts of the training received.

As for myself, working in secretarial department without a good technologies and up-to-date system, it could make a mess. Organizing meetings and other official gatherings is among the functions of the secretarial department. I believe ICT is very useful in planning meetings. In planning the meetings, we have several duties to perform prior, during and after the meeting, including inviting and informing members to attend meetings. Soliciting for information from members attending such meetings is another duty to performs before a meeting. The kind of information the we may requestor receive prior to meetings, include asking for members opinion to be included in the agenda of the meetings. Then ICT has a great influence on us as regards to organizing meetings in the organization. This reason has made it us to develop the habit of learning more ICT techniques in order to remain relevant in the job. Therefore, the significance of ICT to the secretarial profession cannot be under estimated.

References:

Ezoem, N.N. (1995). The changing world of secretaries for self-employment. Journal of National Association of Professional Secretarial Staff, Nigeria, 1(2), 40-50.

Mumuni, I. A. & Sam, A. H. (2014).Modern Office Technology and the Performance of the Professional Secretary in Contemporary Organisation in Ghana. Journal of Information and Knowledge Management 3(4): 52-57.

Osuala, E. C. (2004). Principles and methods of business and computer education. Enugu: Cheston Agency Ltd.