IMPROVING THE EFFECTIVENESS OF OFFICE TECHNOLOGY AND MANAGEMENT STUDENTS THROUGH INFORMATION AND COMMUNICATION SKILLS
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IMPROVING THE EFFECTIVENESS OF OFFICE
TECHNOLOGY AND MANAGEMENT STUDENTS THROUGH INFORMATION AND COMMUNICATION SKILLS
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND
TO THE STUDY
Information and Communications Technology (ICT) is
technology that supports activities involving the creation, storage
manipulation and communication of information, together with the related
methods, management and application.
In other words, ICT enables us to record, store,
process, retrieve and transmit information. It encompasses modern technologies
such as computer, telecommunication, facsimile and micro-electronics. Older
technologies such as document filling systems, mechanical accenting machines,
printing and care drawings are also included in the term information and
communication technology. Information and communication technology in today’s
world refers to those technologies that determine the efficiency and
effectiveness of communication devices and the devices that allow us to handle
information.
Information and communication Technology (ICT) has
becomes a key tool in acquiring, processing and disengaging knowledge. It has
becomes an imperative tool for investing and developing of a nation in the 21st
century the revolutionary impact of ICT on all sphere of the society has not
spared the educational sector.
The internet is now widely used as a medium of
communications by administrators, researchers and student in higher
institutions. There are many desirable attributes of information and
communication technology (ICT). Each of them concerns the effective provision
of information to the recipient. These include purpose, accuracy, volume of
information, volume of detail and presentation of information.
In discussing the application of Information and
communication Technology (ICT) on office managers’ performance in
organizations; two factors are to be recognized; Technological growth and
organizational structure. Organisation here does not mean only structure but
includes aspects of interactions between people and machines in achieving set
organizational goals.
It is said that the successes of any
person or organisation depends largely on information available to a human
person and the constant modification of Information and communication
Technology (ICT) that is fully up-dated.
This ascertains brings us to the
purpose of an office which includes the following: Administration, clerical work, money
handling, information communication systems which is an embodiment of secretarial
or Office Manager’s operations. Office
as a mini-social system according to Farber and Barr (1979:6) plays important
roles in defining responsibilities. For
the aforementioned reasons the Office Manager must be available to organize and
run the office completely. Here Office
Manager is seen as an executive assistant who has a mastery of
office/organizational skills. He or She
has to be familiar with the manipulation of the modern of Information and
communication Technology (ICT) equipment which is made to enhance his/her
performance.
Office managers, also known as administrative service
managers or the business office manager, are responsible for making sure that a
company's support staff is running smoothly. This can take many forms, and
depends on the size and type of company, so it could mean organizing, planning
and overseeing a large pool of administrative assistants, or working with one
or two people in a smaller office.
Office Managers make sure that the office runs
smoothly, which includes keeping supplies in stock, making sure administrative
and office staff are doing their job, working with vendors, planning events,
making sure the facilities are clean, orderly, and safe, and analyzing supply
and energy consumption to determine cost-saving and efficiency savings.
As such, the primary function of management is to take
decisions leading to the achievement of organizational objectives. The types of
decisions management makes will determine it information needs, however the
numerous crises in our higher institution could have been prevented if
information and communication Technology promote issues on student admission,
student records, examination records and transcript, teaching, research and
community services it has also been observed that the monitoring and evaluation
of staff, physical planning, curriculum development, financial management and
information dissemination will increase the efficiency of the office managers,
if information and communication Technology facilities are adequately and
properly initialized.
Office automation provides increased
productivity through improved access to data, faster responses to customer
demands and faster decision makings. The
inventions of modern office equipment were necessitated as a result of the
growth in large scale enterprises and also as a technological
breakthrough. The office therefore
relies much on sophisticated office equipment in order to cope with the
ever-increasing activities in the organizations.
Like in University of Ibadan, Established
in 1948, the University of Ibadan, UI as it is fondly referred to, is the first
University in Nigeria. Until 1962 when it became a full-fledged independent
University, it was a College of the University of London in a special
relationship scheme. In their policies to keep a healthy work force in
personnel and Academics they have taken their office managers’ operations to
greater heights. This they were able to
achieve through the introduction of any equipment that will enhance the job of
their office managers.
1.2 STATEMENT
OF THE PROBLEM
The basic problem of this study is to examine the
relationship between Application of information and communication technology
(ICT) and performances of Office Managers.
The importance of efficiency in job performance cannot
be over- emphasized. A case for the
pursuit of increased efficiency/productivity can be made simply by looking at
the categories of office work, the size of the office work force and the impact
of mechanization.
The Office Managers professions have witnessed a
tremendous change in terms of technological advancement. Modern office equipment has taken the toll
of events with the growing rate of scientific and technology which are used in
manufacturing institutions to facilitate office work and reduce labour
costs. They include: electronic typewriters, fax machines,
telephone, computers, dictating machines and recording machines etc.
1.3 RESEARCH
QUESTIONS
This study will make use of these various research
questions designed by the researcher to enable him reach conclusions such as:
i.
How far as information
and communication technology (ICT) enhanced efficiency in office managers
duties in tertiary institution especially University of Ibadan?
ii.
To what extent has the
use as information and communication technology (ICT) assisted office managers
in the discharge of his/her duties?
iii.
How accurate and
qualitative is the work done using information and communication technology
(ICT) in tertiary institution.
iv.
What are the problems the
office Managers encounters in the use of as information and communication
technology (ICT).
v.
Does ICT encourage skill
acquisition and competency of Office Managers and Administrators?
1.4 PURPOSE
OF THE STUDY
The purpose of this study is to model a critical analysis
of the impact of Application of information and communication technology (ICT)
in the performances of Office Managers.
i.
The extent the
information and communication technology (ICT) enhances or has enhanced the job
performance of Office Managers in the discharge of his or her duties in
University of Ibadan.
ii.
The accuracy of work done
using these ICT.
iii.
The quantity of time
spent or needed to perform a task using ICT.
iv.
The reduction of cost
brought about by the introduction of ICT
v.
The job satisfaction the
office managers derive from the use of ICT in performing his/her duties.
vi.
The job security of
office managers with the acquisition of these modern office communication equipment
1.5 SIGNIFICANCE
OF THE STUDY
This study will be of great value to the professional
Office managers/secretaries and society in general as well as Tertiary
Institutions like University of Ibadan.
The knowledge exerted from the study will be beneficial to Office
managers in the discharge of their duties and will definitely encourage new
innovations in Information and communication technology on the part of the
implementers.
1.6 SCOPE
/ DELIMITATION OF THE STUDY
This
study is restricted to the impact of application of Information and
Communication Technology on the performance of office Managers. However, the
scope of this study is limited only to University of Ibadan and other tertiary
Institution in Nigeria and seeks to find out the effect of application of
Information and Communication Technology on the performance of office
Managers. The categories of people to be
studied in University of Ibadan are:
i.
Designated employed
secretaries
ii.
Clerks whose function has
been enveloped by Information and Communication Technology
iii.
Managers
1.7 DEFINITION
OF TERMS
·
Administration:
is a social process concerned with identifying maintaining, motivating,
controlling and unifying formally organized human and material resources
within an integrate system designed specifically
to activate predetermined objectives.
·
Application:
is the usage of computer software designed to assist the users to perform
specific task related to records keeping and retrieval.
·
Electronic
Learning: (E-Learning) is an electronic delivery
and administration of learning opportunities and support via computer network
and web-based technology.
·
Office
Managers: are business professionals who are
responsible for a diverse set of administrative tasks.
·
Information
and Communication Technology: This is refers to
those technologies that determine the efficiency and effectiveness with which
we communicate and the devices that allow us handle information.
·
University:
This is an institution of higher (or
tertiary) education and research which awards academic degrees in various
academic disciplines.
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