Download complete project materials on The Role Of Office Professionals In The Arrangement Of Meetings And Conferences In Selected Organizations from chapter one to five
ABSTRACT
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The study examines the role of office professionals in the arrangement of meetings and conferences. The study was a survey study with four organizations in Kaduna metropolis. The theoretical basis for the study was obtained through review of related literature.
The population of the study is 256 and 77 was sampled out as sample size. The instrument used for the collection of data was questionnaire. 77 copies of questionnaires were administered to the respondents and all the copies were returned.
For the analysis, 4 research questions were formulated to generate answers. Based on the data analyzed the role of office professionals in arrangement of meetings and conferences, the study therefore drew conclusions that without the office professionals the entire meetings and conferences will be retard, also office professionals are the most qualified persons that can arrange meetings and conferences, and cannot be replaced by a receptionist or any staff within the organization.
The study thus recommends that office professionals should always strive hard to update their knowledge in the conduct of meetings and conferences. Also, organizations should give room for training and retraining of office professionals so as to be able to get the best of them as well as organizing special programmes and seminars for all their office professionals so as to allow effectiveness
TABLE OF CONTENTS
Title page
Declaration
Approval Page
Dedication
Acknowledgement
Table of Contents
Abstract
Chapter One: Introduction
1.1 Background of the Study
1.2 Statement of the Problem
1.3 Purpose of the study
1.4 Research Questions
1.5 Significance of the Study
1.6 scope of the study
1.7 Limitations
1.8 Definition of Terms
Chapter Two: Literature Review
2.1 Introduction
2.2 Meaning of Office Professional
2.3 Duties of an Office Professionals
2.4 Business Qualities of an Office Professional
2.5 Importance of Office Professional’s profession to the Organization
2.6 The Role of Office Professionals in Arrangement of
Conferences and meetings
2.7 Summary of the Literature Review
Chapter Three: Research Methodology
3.1 Introduction
3.2 Research Design
3.3 Area of Study
3.4 Population
3.5 Sample Size and Sampling Techniques
3.6 Instruments for Data Collection
3.7 Validation of Instrument
3.8 Administration of the Instrument
3.9 Methods of Data Analysis
Chapter Four:
Data Presentation and Interpretation
4.1 Introduction
4.2 Data Presentation and Interpretation
4.3 Major Findings
4.4 Summary of Major Findings
Chapter Five:
Summary Conclusion and Recommendations
5.1 Summary
5.2 Conclusions
5.3 Recommendations
5.4 Limitations
References
Appendix
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
The role of office professionals in the conduct of meetings and conferences within and outside the organization is very important. In his/her role can complete the work of an effective boss or partly reward for one who is less authority. His successes are never impressively understood but his/her failure does.
The office professionals role in meetings and conferences cannot be fully appreciated if his/her function is not well understood. This study will view the wide concept of the office professional’s profession compared to other executive. The national secretarial association defined office professional as follow:
Havillage (2008) stated that an office professional is a person employed by an individual or an office to assist with correspondences, make appointments and carried out administrative task. Office professionals are highly trustworthy assistants of their boss.
As the nature of the profession involved in maintenance of perfect and confidentialities of the work being performed in the office,a good office professional who knows his or her professional duties can handle routine questions, can also striking their boss accessibility in helping with conferences arrangementsdepending on the size of the event, the time required for preparation may be short or extensive.
Above all flexibility and adaptability are necessary to cope with needed or last minute changes that frequently occur. Some of the key responsibilities of a office professional is to receive, collect, organise and schedule meetings and conferences according to the company’s act. He /she also have the duties to inform the board of directors and stakeholders about the meetings and its agenda.
The office professional has to make detailed note of proceedings of meetings and conferences. These includes; documenting the activities and the matters discussed during the meetings and conferencesby writing down the minutes. Along with the minutes they also have to maintain the attendance once the meeting is over. The minute’s record has to be filed properly for further references and the decisions of the meetings should be conveyed to the other employee by the office professional.
Sue (2009) viewed that the office professional is crucial to the smooth running of a Management Committee meeting. This involves activities before, during and after Committee meetings.
In order to be effective, the Office professionaland the Management Committee should ensure that they carry out the following activities:
Before the Meeting
- Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda. Decide what business requires discussion and what requires a decision by the Management Committee;
- Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared;
- Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and
- Make sure that any reports or information requested at the last meeting is available or that there is a good reason why not.
At the Meeting
- Arrive in good time before the meeting with the minutes and with all the relevant correspondence and business matters for that meeting, in good order. Record the names of those who are present, and convey and record apologies received from those who are absent;
- Read the minutes of the previous meeting, and if they are approved, obtain the Chairperson’s signature on them;
- Report on action or matters arising from the previous minutes. Read any important correspondence that has been received;
- Unless there is a Minutes Office professional, take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out. Make sure action points are clear; and
- Make sure that the Chairperson is supplied with all the necessary information for items on the agenda, and remind the Chairperson if an item has been overlooked.
After the Meeting
- Prepare a draft of the minutes (unless there is a minutes office professional) and consult the Chairperson and most senior staff member (where relevant) for approval;
- Send a reminder notice of each decision requiring action to the relevant person; this can be done by telephone, or by an ‘action list’ with the relevant action for each person duly marked; and
- Promptly send all correspondence as decided by the Management Committee.
1.2 Statement of the Problem
Many corporate environments require the services of the office professionals to answer phone calls, organised file and complete other administrative tasks. However while a task for a office professional may seem unskilled, they are paramount to the successful operation of an office environment.
In some offices office professionals are encountering problems in arranging meetings and conferences. These have become a setbackaffecting some office professionals. The practice has adversely affected many organisations in many areas such as quality of the job, human relations etc.
Office professionals are better trained than other office staff in the arrangement of meeting and conference. It is also observed that some office professionals do not realise that they have role to play in arrangement of meetings and conferences therefore their zeal and efficiency in effective handling of meetings and conferences is undermined.
Purpose of the Study
The general purpose of this study is to highlight the office professional’s role in arrangement of meetings and conferences. However the specific purposes are under listed below:
- To determine if office professionals are given the opportunity to participate in the arrangement of meeting and conference in an organisation.
- To ascertain if office machine have any significance to the office professional in organising meetings and conferences.
- To determine whether educational qualification has any effect on the office professional’s performance in the arrangements of meetings and conferences.
- To examine the effect of non-involvement of office professionals in the arrangement of meetings and conferences.
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