MODERN MODEL OFFICE TECHNOLOGIES AND JOB PRODUCTIVITY OF SECRETARIES IN RIVERS STATE UNIVERSITIES

MODERN MODEL OFFICE TECHNOLOGIES AND JOB PRODUCTIVITY OF SECRETARIES IN RIVERS STATE UNIVERSITIES

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Background of the Study

The advancement of modern model office technologies has brought closer the “electronic Office” which is the term used in describing the way the modern model office is developing which has made it possible for workers to be versatile in their careers. Increasingly, the ethnological challenge has brought about Job changes in organizational structure (Abdullahi 2019).  An office is the central point of any business activity. It is like the brain in a human body. As human physical activities are regulated and controlled by the brain, the activities of departments and people in an organization are as well regulated and controlled by the office. In simple terms, we can say an office is a place where business is carried on.  Presently, modern business houses do not limit the scale of their operation to local markets. They have expanded their operations to different countries of the world and have plants and sales offices all over the world. This vast expansion of business operations needs a well-equipped and different office to co-ordinate its affairs.

The term Office comes from the Roman Latin, Officium, a term loosely defined as a ‘bureau’ or ‘a formal position’. In common parlance, it is a place where clerical work is performed and where all kinds of paperwork (letters, correspondence, files, records etc.,) are dealt with. It is “a central place where all sorts of clerical work are done to coordinate and control the affairs of the whole organization”.  In the modern days, with the growth of industry and commerce, the amount of writing work, correspondence, filing, indexing, computing, scheduling, etc. has increased to a huge extent. Making or preparing records, using them, and presenting them for future reference is office work. In this sense, office work can be called a facilitator of modern management.  According to Wikipedia “The office is a place where professional or clerical duties are performed. The purpose of an office has been defined as the provision of a service of communication and record”.  Random Dictionary defines an office as “a place where business is transacted, or professional services are available”.

In modern times, the term ‘office’ is used in a broader sense to represent the functions performed by the clerical staff rather than the place where such work is performed. Anyautonhu (2017) stated that the use of modern office technologies in highly industrialized countries has made so much progress in the world of business that people now evaluate its true impact on the secretary in particular and workers in general. The increasing use of modern office equipment trends creates some uncertainties and insecurity on the part of the workers.  As a result, there is this fear of human labour displacement in the minds of the workers which can create unemployment for many people especially those with little knowledge of manipulating these machines.

In the last two decades, many achievements were recorded in technological office work which would have been too cumbersome without the use of these office technologies. Now job opportunities are generated for everybody for the secretary wishing to match the challenge.  Anionwu (2016) is of the opinion that as new machines and equipment are developed, new skills and knowledge are required by the secretary for the operation of these modern facilities. The development and installation of modern equipment have made possible an office processing revolution by offering everyone a means of sending and retrieving information quickly and cheaply. Within an organization throughout the world, office work generally is about handling and processing information despite the right use of the telephone and computers.

Office work has also been associated with paper pushers (Burn, 2015) the modern office machine according to Ohakwe and Chukwumezie (2018) are those tools or instruments that are used to perform office functions. These machines are of immense importance to every worker and to the organization of all sizes. This implies that with the modern office equipment every establishment aims at enhancing productive onward movement towards achieving great effectiveness and efficiency in organization objectives.  By contrast, at the current pace in the development of technology worldwide, modern office technologies are experiencing dramatic growth. This has been made possible because of the introduction of telecommunication equipment which has gone revolutionized from analog to digital. Cowles to the modern cellular system.

Today, the functions of secretaries have shifted from the use of traditional equipment such as manual typewriters to statistical ones like an electronic typewriter, computer, photocopies fast machine, word processor, and telephone computer. Analysis system (RAS) and computer information management, Dictating and recording also affect secretary performance. Alozie (2015) opines that in the past many offices were organized traditionally so that many people handling the same sheet of paper as it passes through the organization. Today, this procedure has changed and will continue to changes as new technologies are introduced in the working places.

The invention of the Personal Computer in the 1980s altered the way computing power was distributed within an organization—changing how companies were run, the ways in which information was created, and the ways in which information was used by individuals in carrying out their jobs.  The use of word processing and spreadsheet packages made it possible for professional staff to create their own reports without having to go to a central typing pool or computer Centre. Prior to the advent of the PC, secretaries typed letters, created reports, and organized information in files. The nature of secretarial positions changed with the arrival of the PC, from a focus on document creation and production to a focus on other kinds of administrative functions, as reflected in the changing work patterns of the office.

Office systems consist of tasks to be performed, procedures to complete the tasks, sets of automated technologies designed to enhance productivity, and personnel working within the framework of a business organizational structure. Office systems exist in facilitating and retaining communications, and creating, processing, and distributing information. Integrated hardware components and integrated software applications enhance the productivity and efficiency of the overall organization to the success of the business. The variety of technologies available continues to change. Some of the technologies used in today's offices are highlighted hereunder with some explanations.

Messages can be transmitted electronically within an office (intranet) as well as around the universe (Internet, or Net). Workers are able to exchange information over the computer via the Net through e-mail. E-mails can be sent simultaneously to many individuals around the world.  They averred that the intranet is an internal computer network that is used within a company, whereby pertinent information - such as telephone directories, calendars of events, procedure manuals, job postings, and human resources information - can be posted and updated. With the intranet, one is able to communicate online with individuals within a designated work environment.

The Internet is a global computer network that permits millions of computers around the world to communicate via telephone systems and other communication lines. It is also known as the digital information super-highway and is a part of the World Wide Web. With the Internet, one can communicate with anyone online throughout the world. The Internet is a public worldwide computer network full of information comprising interconnected networks that span across the globe.  Web pages make it possible for businesses, organizations, and anyone who wishes to post information or sell products to do so on the World Wide Web. Web page programs - such as Macromedia, Dream-weaver, and Site Rack - enable users to create their own Web pages.

Webmail is a popular Internet service that allows one to send messages and files to anyone around the world from any computer that is connected to the Internet. With an account, users can send and receive messages, images, and any other type of information. Users can access e-mail even if they do not have a computer, simply by using small, inexpensive devices that fit in the palm of one's hand.

E-mail is keyed messages sent from one computer screen to another, using a network linking the units. Transmitting messages from one computer to another offers office workers the ability to communicate quickly through written messages with colleagues, co-workers, and friends.  Voice mail is an outgrowth of e-mail. Information is spoken into the phone. Words are converted or digitized into electronic computer language. This form of communication is transmitted electronically by phone lines for immediate delivery or can be stored in a computer mailbox. The recipient is able to retrieve the message by dialing a code number to access the mailbox. The computer reconverts the message to the caller's voice and the recipient is able to hear the voice message.

Office tasks are being accomplished and redefined by computers. Computers can keep a calendar of appointments. The computer stores the files of employees' schedules, forthcoming meetings, calendars of events, and conferences, thereby enabling employees to check their central file. Everyone in a particular office has access to electronic calendars and is able to choose a time and place that is available and open on everyone's schedule. Each office employee can be tied into the system by having access to a central electronic file.  Office suites are a group of programs. In the mid-1990s the term office suite was considered to be a group of programs that allowed for word processing, spreadsheets, and sometimes data entry. Now office suite includes Web design software, presentation software, page layout design, and, in some instances, graphics editors. They are key pieces of productivity software, used in most businesses - Barrett, Charles, Kimbrell, Grady, and Odgers, Pattie (2013).

Portable PCs include personal digital assistants (PDAs), laptop computers, and notebook computers. PDAs are proliferating. Among the most popular PDAs are the Palm and BlackBerry. Laptop computers are used by business travellers to make multimedia presentations, create and send reports and spreadsheets, and do research on the Internet. Notebook computers are like laptops, but usually smaller.  Groupware is a workgroup software, such as Lotus Notes. It enables members of a team to share information on a project that they are working on together. Some of the functions of groupware are document formatting, information management, and communication. The group is kept informed via an electronic calendar. It runs an e-mail network that links the work group with remote operations. It also includes an information system that handles all data relevant to the business and provides instant accessibility throughout the organization. Decision support systems facilitate group decisions by providing a formalized process for brainstorming, distilling key concepts, prioritizing or ranking topics, and achieving group consensus.

In the business world, many companies hold meetings via teleconferences. Teleconferencing is a method of conducting meetings via telephone lines and/or satellites connecting participants' terminals at two or more locations, with one or more participants per location. There are three types of teleconferences:

Computer conferencing - Terminals that are connected to a mainframe computer are used by all the participants. Comments or questions can be keyed in on their screens, which are arranged on an inter-connected network. Messages are displayed on the participants' screens.

Audio conferencing - Participants make comments over the phone. They cannot see each other, and they are not able to read body language. Audio conferences are connected by telephone and/or speaker phone.

Videoconferencing - A Chief Executive Officer in Los Angeles could have a sales conference or interview with a person in Abuja Nigeria. Both individuals are shown simultaneously or alternately on the screen. The advantage of videoconferencing over audio conferencing is that individuals can see as well as hear each other.

With the advent of voice recognition, a day may come when human translators are no longer needed. The future of videoconferencing is not only multilingual, but 100 percent real-time with no delays. Voice recognition software allows humans to talk to a computer. Computers understand the voice. It is an electronic process in which information is printed from voice input, thereby bypassing the keyboarding operations. At one time, videoconferencing used large, expensive pieces of equipment that provided "room"-based videoconferencing. Participants gathered at a central site in a specially equipped conference room, looking at monitors displaying similar rooms at remote sites.

Computer-based videoconferencing is a new paradigm for videoconferencing. Participants

sit at their desk or in a videoconferencing room calling up other participants—similar to making a telephone call. It is a form of communication that uses bandwidth. Bandwidth is interpreted as the speed at which information flows, and communication is the transfer of information from one place to another. The connection between these two remote sites is called communication channels.  A multimedia system presents information by using a combination of sound, graphics, animation, and video. Multimedia applications are used for business and education. Marketing presentations are developed to advertise and sell products using multimedia. Sales representatives use a computer, a video projector, and a display screen to make their presentations to the audience. Interactive advertisements as well as job applications and training applications can be published on the Internet or in a kiosk display.

An interactive "smart" whiteboard with "electronic ink" and touch-sensitive screen can be hooked up to a computer and a projector. The board magnifies images clearly and colorfully. The board has annotation capabilities and notes can be jotted down directly over the projected images, then printed instantly. Thus, there is no need for individuals to take any notes.

The advantage that a whiteboard offers over a simple projection system is that it can be used as a projection screen and a writing surface through its connection with the PC, from which images can be printed out. A whiteboard allows trainers and instructors to operate the computer as if they were using a mouse, moving the cursor around on the computer just by touching a point on the whiteboard. A projector is mounted on the ceiling. The screen should be centred so that all participants have a clear view of the screen.

A smart board is a tool that improves the way people meet, share ideas, and teach. It looks and feels like a regular whiteboard combined with the power of the computer. It lets users save and print notes, collaborate on documents, share information, and run multimedia materials, video, or data conferencing across distances.  The smart board becomes a large, touch-sensitive screen when combined with a liquid crystal display panel or projector. It can control Windows or Macintosh applications or multimedia by touching the board with one's finger. By picking up a pen, presenters can draw over their applications in electronic ink to obtain the attention of the audience. Users can e-mail notes to participants and even cut and paste them into other applications.

The processing capabilities and storage capacity of computers have made electronic storage and retrieval of information a common practice in business. Computer-generated document management, records management software, and imaging systems assist businesses with large volumes of records. Imaging systems convert all types of documents to digitized electronic data that can be stored and retrieved quickly. With the advent of superhigh-density magnetic storage and online storage, this will be much less of an issue in the future.

A scanner is used in converting paper documents into a digitized form. A processor compresses the image. A retrieval mechanism converts the image for viewing on a monitor, and output devices process the image to a hardcopy format. Laser optical disks are suited for high-volume record management because of their high capacity and durability.

Everard, Kenneth, and Burrow, James. (2019). In the business world, technology links employees working in teams; employees are expected to be competent in various software applications and be able to make decisions and multitask. The impetus of newer office technology has transformed the way businesses function in the worldwide marketplace.  In the past, workers acquired a set of skills that became their tools of the trade. Since the mid-1970s, workplace technology has changed swiftly; new technologies have been introduced and replaced. Computer applications are updated continuously. In the twenty-first century, people who work in offices need to be well versed on the use and application of the many emerging technologies. Workers need to adapt to this ever-changing technology. In an increasingly technological world, the expansion of American workers' skills depends upon commitments from the workers themselves, industries, workplaces, and educational and training institutions.

All of these office technologies facilitate communication among people in organizations. All businesses need workers who possess critical thinking skills, problem-solving skills, interpersonal skills, and the ability to communicate effectively—whether in writing or orally. Appropriate choices of communication lead to increased productivity and positive social effects. Workers need to be technologically literate in order to compete in a world that continues to change faster than one can imagine.

Armah (2015) posits that in modern office technology, the role of the secretary is crucial to the progress of an organization. This is buttressed by Akpomi who believe that the effective performance of the professional secretary depends upon the office equipment, knowledge and skills of that person.  For a secretary to be employable in an automated office, Merony (2017) argues that such a secretary must be well equipped in the following specific automated office equipment training:

i) Knowledge of the categories of equipment and their intended uses and differences.

ii) The concept and theory of specific automated office equipment.

iii) The skill to use a resource or reference materials properly.

iv) Hands-on equipment training, etc.

An automated office, obviously, grants the secretary new roles and responsibilities. With such new roles secretaries are required to gain additional training and qualifications. Aromolaran (2017) postulated that automation in offices creates a distinct career path for the secretary and gives him/her a prominent position in the organizational chart. Additionally, with automation, the secretary now spends less time in correcting, revising, proof-reading and reproducing documents.

According to Lucas (2017) there are a wide range of office machines and equipment which now enable secretaries to improve their performance. Such machines are electronic typewriters that replaced the manual ones, photocopiers, word processors with multipurpose facilities, computers and other sophisticated office machines and equipment are now provided by management of organizations. Some of the physical equipment includes communication equipment and electronic pocket organizers. Dulek and Fielden (2019) explained that Microsoft computer software programme help the user-secretary to write and edit memos, letters and reports, data management or databases, which help the user-secretary to use long list of data and spreadsheet programme which handles tables and numbers. Akpomi and Ordu (2014) opined that new technological equipment has altered the procedure and technique for office functions. They mentioned electronic mail/commerce, voice mail, smart phones and internet as examples. Akpomi confirmed that this technological advanced office equipment enhances proficiency and productivity (Akpomi, Oteng & Seidu, 2016).

They also remarked that office work would have been very cumbersome and indeed unattained without that modern equipment and noted that modern office equipment from the most important tools which when put into proper use bring about efficiency in work.

Okafor (2017) stated that for nearly three decades secretaries’ performance has been portrayed as the application of skills of business operation, he further stated that recent development has called for, and indeed, dictated the need for a new orientation on the impact of modern office equipment in secretary’s performance.  

Following the above assertions, one can say that the secretary has been identified as a key factor in the fulfillment of organizational goals, keeper of secrets, and resource person in every organization. Sincere efforts should be made to provide her with adequate modern equipment, this will enable her to cope with challenges passed by the global emphasis on office machines. It was rightly observed by some authors that modern office equipment has led to highly skilled secretaries which in effect has resulted in an increase in competence and efficiency in productivity of the secretary’s achievement in an organization.

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