Download complete project materials on Effect Of Training And Development Of Office Professionals On The Arrangement Of Meetings And Conferences In An Organization from chapter one to five
The study examines the effect of training and development of office professionals on the arrangement of meetings and conferences using four selected organizations in Kaduna metropolis. The objectives of the study include to; determine the skills and qualifications required of office professionals, importance of training to the function of office professionals and machines and equipment used in meetings and conferences among others.
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The theoretical basis for the study was done through the review of related literature from textbooks, journals, periodic, conference papers and internet. The entire population of 72respondents was used for the study in view of the small size involved.
A set of questionnaire was used as instrument for data collection. Data were analyzed using mean statistical tool of the Four Point Likert Scale. The findings of the study revealed that training and development affects office professionals in the arrangement of meetings and conferences as the office professionals are the most qualified persons that can arrange meetings and conferences due to their training background.
The study recommends among others that all office professionals should be well trained by management of organization on how to handle office equipment’s and machines as this in turn will improve their performance as regards to meetings and conferences
Chapter one
Background of the study
Obtaining is a learning process that involves the acquisition of knowledge, sharpening of skills, concepts, rules, or changing of attitudes and behaviours to enhance the performance of employees (Sabir, Akhtar, Bukhari, Nasir & Ahmed, 2014).
Training is aboutknowing where you stand (no matter how good or bad the current situation looks) at present, and where you will be after some point of time. Training is about the acquisition of Knowledge, Skills, and Abilities (KSA) through professional development (Brotherton and Evans, 2010). Some commentators use a similar term for workplace learning to improve performance – “training and development”.
Conferences and meetings are very essential to the smooth running of every organization.They are organized and conducted in almost every corporate office and business establishment for a specific purpose. Usually, this gathering of individuals is done to deliver new knowledge and information, and discuss crucial issues and team projects.
Some organizations hold regular scheduled meetings as part of the routine at work. For them, it is one of the ways to keep each other updated with work matters and a way of keeping track of individual and team work progress through a healthy discussion. Meetings can also help a team arrive at a unanimous decision when decision-making is needed (Exforsys, 2009).
In a business, meetings can be regarded as a way of discussing business matters and any developments in the business trend. The role office professionals play in the conduct of meetings and conferences within and outside the organization is very important in that his successes are never impressively understood but his/her failure does (Nigerian Institute of Management, 2012).
According to the Juvenile Justice and Delinquency Prevention (2009), a meeting is a gathering of people to present or exchange information, plan joint activities, make decisions, or carry out actions already agreed upon. Almost every group activity or project requires a meeting, or meetings, of some sort.
Conferences on the other hand is defined by Jenning (2015) as a meeting of several people to discuss a particular topic. It is often confused with a convention, colloquia or symposium. While a conference differs from the others in terms of size and purpose, the term can be used to cover the general concept.
A convention is larger than a conference; it is a gathering of delegates representing several groups. At a conference, innovative ideas are thrown about and new information is exchanged among experts. Its purpose could be, for academic conference, business conference or trade conference.
An official or formal meetings/conferences is the pre-arranged coming together of at leasttwo people to discuss an issue concerning their organization or in furtherance of an assignmentthat they have been duly authorized to carry out lawfully. The responsibility of organizing meetingsis that of the office professionals.Their rolein the conduct of meetings and conferences within and outside the organization is very important. In that it completes the work of an effective boss or partly reward for one who is in authority.
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. (Havillage, 2008).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 arrangements depending on the size of the event and the time required for preparation may be short or extensive.
According to Nigerian Institute of Management (2012), a good office professionals must posses such qualities that will allow him/her discharged his or her duty as expected which entails him or her to be highly organized, be a good listener, be very intelligent to distinguish between fact, opinion and resolution, and must be time conscious and attend meetings early. Above all flexibility and adaptability are necessary to cope with needed or last minute changes that frequently occur.
According to Sue (2009), NIM(2012) and Aku, (2014) an office professional is crucial to the smooth running of meetings/conferences of organizations. This is seen from the duties he/she performs before, during and after meetings/conferences which include;
Before the Meetings/Conferences
- To send out notices of meeting and agenda to members within the time framestated in the Article and Memorandum of Association or Constitution.
- To ensure that the venue of meeting is clean and agrees with laid down rules.
- To take minutes at meetings, develop and send them to the Chairman forvetting.
At the Meeting/Conferences
- 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 (NIM, 2012)
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 (NIM, 2012).
1.2 Statement of the Problem
Most organizations see the task of anoffice professionalas unskilled task which does not really require any special training and development in order to be involved on the arrangement of meetings and conferences thus, unskilled personnel are used in place of an office professional. It is perceived that some office professionals are not aware of the skills and qualifications required of an office professionals in the overall running of an
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