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CHAPTER ONE
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INTRODUCTION
Background Of The Study
As the reliance on technology continues to expand in office, the role and chances of Office Manager has greatly evolved. Office automation and organizational restructuring have led professional Office Managers to assume responsibilities that were once reserved for managerial staff. Office technology and management creates awareness, develops the potentials in man to subdue and harness the resources in his environment for the betterment of himself and his society.
Office is any place where business, clerical and professional activities take place. Management is an executive ability to handle a business. Hence, office management is the administrative handling, controlling and maintaining a balanced process of work inside the office of an organization whether big or small, which is necessary to achieve the best service it can provide to the people who will receive a great benefit (Wikipedia, 2013).
Office technology according to Ekpenyong (2008) involves the use of new inventions or devices in an office to transform, or change the process of office work. It is this rapid change in the technology of office work through the use of machines to do the work that was previously done by hand that explains what we call office technology/automation.
In other words, the use of machines such as computers, electronic mail system, among others, is called technology/automation. Advances in Information Technology and increased computerization have upgraded secretarial work, as they have led to a decrease in the quantity of more routine and mundane work, and to an increase in the quality and accuracy of the work produced by Office managers.
Information Technology was defined by French (1996) in Nworgu (2007) as a broad based technology (including its methods, management and application) that supports the creation, storage, manipulation and communication of information.
In addition , Dajur, Irorakpor, Leka, Muhammad and Okoro (2011) defined Information Technology as digital devices made up of computers and telephones with varying capacities for information processing, which has become today’s office manager’s management tool. Through operation of Management Information Systems (MIS), ICT is used as a major management tool to create, store, and organize, retrieve and use information relating to staff, operations, costs, examination and other records.
UNESCO (2010) defines career as a sequence of attitudes and behaviors that are associated with work and that relate to our life experience, it is an integration of our personality with our job activities. The modern technology has changed the traditional role of office workers just as it has changed the way that offices operate.
The clerical worker of yesterday has become the information manager of today. A consensus (agreement) exists among psychologists that each person possesses certain abilities, interests, personality traits and other characteristics. It is also agreed upon that when these characteristics are known and put into appropriate use, the individual is more likely to become a happier person, a more effective worker and a more useful citizen.
In other words, knowing oneself and knowing the opportunities existing in one’s environment, and especially knowing what one can do that employers would be willing to pay for can assist such an individual make good vocational choice and adjustment.
UNESCO (2010) added that the concept of career had many meanings. It means differently to different people. To most people, a career is a series of separate but related experiences that occur in the process of moving upward in their chosen occupation or profession.
Traditionally, this process involved increases in salary, responsibility, status, prestige, and power. But today an individual can remain in the same job, developing new skills, without necessary moving upward in an organization. It is also becoming common for people to move laterally among various jobs in different fields and different organizations. The concept of career applies not only to work for pay, but a variety of other life pursuits, such as homemaking and volunteer work. A layman sees career as any of the following:
- Moving upward in one’s chosen field of work – making more money.
- The particular occupation for which you are trained.
- General progression of your working or professional life.
- A goal in life that is fulfilled through a job or series of job
- One’s calling in life; a person’s occupation; an individual’s work and life roles over their life span.
On the other hand, Akinwale (1999) in UNESCO (2010) has this to say, “That career is a behavioral and attitudinal process associated with the past, present and possible future practices, ideas and activities in relation to the aspirations and interest of an individual”.
According to him, a career is a continuous work process over time. It is associated with short and long term objectives that are highly relevant to growth and development of interest and work.
1.2 Origin of Office Technology And Management Education
Office Technology and management started in the United States of America in the 17th and 18th centuries as secretarial studies. By the 19th and 20th centuries the course expanded rapidly to some developed countries and spread to developing countries (Wikipedia, 2012).
Wikipedia (2012) stated that today, Office Technology and Management is a specialized phase of vocational education that prepares students to enter teaching and office occupations as capable and intelligent members of the labour force.
Women are no strangers to Office Technology and Management education. They started to enter the vocation in the late 1880s about the same time when the adding machine, typewriters and telephone were invented. Since then secretarial education has undergone a lot of transformation in all ramifications in order to meet changing office work and environment.
The information and communication technology has taken secretarial education beyond the level imagined by its inventors. It has also provided job opportunities for both women and men. The use of office managerial services permeates all facets of a country’s socio-economic and political life. For example, Office managers – products of Office technology and management education – usually work in offices with other professionals in schools, hospitals, corporate settings, or in legal and medical offices.
Office managers and administrative assistants are employed in organizations of every type. They are employed in firms providing services ranging from education and health to legal and business services. Others work for firms engaged in manufacturing, construction, wholesale and retail trade, transportation, and communication. Banks, insurance companies, investment firms, and real estate firms are also important employers, as well as Federal, State, and local government agencies. This non-restrictive nature of office managerial services provides its recipients with wide access to job employment opportunities.
From the pervasive nature of office managerial services, it is clear that virtually all spheres of life need office technology management intervention. All organizations need good information management systems, good record keeping for effective competitiveness and profit making. Secretarial education has been evolving and developing with the advancement in office work and technology. As a response many tertiary institutions in Nigeria have now changed the nomenclature from Secretarial Education/Studies to Office Technology and Management.
It portrays responsiveness to global changes in office and secretarial work especially with the application of information and communication technology to office secretarial practices. This new perception has opened a wide vista in the development of new skills in the secretarial vocation and has helped in the creation of many new jobs and job opportunities for office technology and management graduates and other office managerial operatives (Wikipedia, 2013).
From the foregoing, it is obvious that office managerial work keeps expanding and has a lot of room for initiative and abilities to improve organizations wellbeing. Many IT job/career opportunities have been created for competent office technology management graduates and other office managerial operatives.
1.3 Statement of the Problem
It is not clear what effect office automation has on OTM staff. While the impression is that the introduction of automation in business establishment appears to be a blessing to its users.
The OTM staff that had not up-dated their skills fear that it would replace them. Is that a genuine fear? If an automated office would effectively replace the secretary, how soon would that happen?
The world is undergoing a rapid change due to the innovation of office automation as the new millennium and the evolution continue, in order to cope with the modern age needs and to know the effects of all these automated machines.
What are the effects of these changes on the productivity of secretary in the office, her ability to cope, her job security, her relevance to the office work for which she is employed and moreover, the training which is to prepare her to meet the challenges of her ever-changing work environment are the basis for carrying out this study.
This research work therefore attempts to find out the relevance of internet skills to the employment possibilities of office technology and management graduates in Kwara state polytechnic.
1.4 Purpose of the Study.
To examine the importance of quality assurance as an aid to office technology and management graduates in securing employment.
To examine the effect of office automation on the office technology and management graduates job.
To determine the extent the use of these internet skills has assisted the office technology and management graduates in securing employment.
To find out the problems they encounter in using the internet skills.
To determine if office technology and management graduates in Kwara state polytechnic derive any economic advantage from using the internet skills.
1.5 Significance of the Study.
The secretary is undoubtedly an indispensable member of an office and it is said that the secretary’s job is affected one way or the other by the introduction of these devices. Automated office devices are needed to enhance performance and productivity. The results of this study will reassure secretaries who think their skill is no longer useful in the office as a result of introduction of new office automation.
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