Office Procedure Présentation work .pptx

An Investigation Into The Challenges of Modern Automation on the Job Performance In Financial Houses.

1. AN INVESTIGATION INTO THE CHALLENGES OF MODERN AUTOMATION ON THE JOB PERFORMANCE IN FINANACIAL HOUSES GEORGELY C. WILSON SECRETARIAL SCIENCE SUPERVISOR: MR. SAMUEL WEAH TEURD INSTITUTE ACADEMIC VICATIONAL AND TECHNICAL JUNE , 2024

2. BACKGROUND OF THE STUDY Secretary is an engine room of any existing standard organization in the world of work because of the different skills been learned in modern machines by secretarial students that are useful for self reliance, organization development, education organization, public and private sector of the economy. The global technology demand in this new era, the secretarial profession is becoming so innovative due to new modern machines and technology involved in training the needed man-power that will effectively utilized the modern machines that will aid the job performance of these professional secretaries. Secretaries are trained with new office machine, such as computers, electrical type writers, or electrical electronic typewriters, recording machines, telephone, lap-tops are now used in the technological driven profession. These tools and equipment have made the profession very interesting for students in educational that needed the services of the secretary but mainly, my point is for the challenge of modern automation on the job performance of secretaries in financial houses that needed the services of the secretaries. The secretary is a trained professional whose main job is to supervise organization Administration works in the investigation into the challenges of modern automation on the job performance of secretaries in financial houses. The secretary exercise control over written policies and practice, observed protocol and arranged for appointments with the outside organization. Frequently, the secretary resolves problems for organization and assesses businesses and make recommendation for changes of office policy and remedy conventional situations and install administrative procedure that affect subordinate units. It is of this interest that the challenges of modern automation on the job performance of secretaries in education brought a lot of damages into the educational organization, that is why at the end they cannot achieve their goals and objectives. But solution came through the process of automotive machine which means modern machines.

3. PROBLEM STATEMENT The secretary is the manager of organizational information and utilization of the information to achieve the organizational driven goals and objective. Without proper training the secretary cannot succeed in the execution of its duties, since we are now in 21 st century, the world they say is dynamic, so also the secretarial profession is dynamic, the only thing that is constant in life is change, and the secretaries are greatly embracing the change with a lot of challenges. Some of the challenges faced by secretaries in cause of using these modern office automation, is lack of adequate qualified manpower, who will use these modern automation, lack of electricity, cost of maintenance, lack of availability of these equipment and tools in some of these organization makes the job of the secretary cumbersome.

4. GENERAL & SPECIFIC OBJECTIVES The major purpose of this study is to identify the relevance of the challenges of modern automation on the job performance of secretaries in financial houses. Specific Objective To find out the various types of modern automation equipment. To find out the disadvantages of computers and world processors tofinancial organization. To find out various ways by which the rate of productivity of staff in financial organization can be affected via the less modern automation equipment.

5. RESEARCH METHODOLOGY RESEARCH SETTING This research will be conducted Montserrado County, Liberia. RESEARCH DESIGN ­ A survey research design will be used to conduct the investigation on the importance of modern automation equipment in financial organization. A survey research is considered most appropriate for the study because it seeks opinions of respondents through survey research, identifies present conditions preventing needs as well as to provide information on which to raise sound decision (Osuala, 2001). Similarly, Mose and Waitan (2002) explain that when a study centres on individuals and their opinion, the best research design should be the survey method. .

6. RESEARCH METHODOLOGY CON’T RESEARCH POPULATION The target population will include all financial Organizations in Montserrado county. SAMPLE SIZE Total of Thirty (30) financial organization operators were selected or sample size. This method was considered most appropriate. It gives equal opportunity to every member of the population to be used as sample elements.

7. RESEARCH METHODOLOGY CON’T DATA COLLECTION INSTRUMENTS & PROCEDURE The data of this study will be collected using a structured questionnaire which will be coined as a tallying sheet. The variables on the tallying sheet will be in alignment with the specific objectives of this research which will be vital to obtaining the aim of this research. Additionally, a computer will be used to analyze the secondary data that will be collected by the researcher. DATA ANALYSIS The data generated from this study will be cleaned processed and analyzed using Microsoft excel version 2016. The descriptive and inferential analysis will be done with the sum of frequencies tabulated. The results from the analysis will be presented in tables and charts for a clearer interpretation The statistical method of analysis that will be use in this study is the simple percentage. The systematic random sampling technique was also used to collect data due to limited time and finance constraints. The data obtained will be analyzed using the simple percentage method. The formula below will be used or adopted in the analysis. % = Number of Responses X 100 Total number of respondent 1

8. RESULTS S/N Questionnaire items Total Resp. No with similar view % No. of similar view % Total Response 1. Name four office equipment in your organization or firm 30 100 - - - 100 Computer, photocopy typing and stencilling machine 2. Which is the most important equipment in your office? 30 25 83 5 17 100 Computer 3. Which one is the second and most important to the first mentioned 30 20 67 10 33 100 Photocopying machine, typing and printing information 4. What do you use the first equipment for? 30 23 67 10 33 100 Typing and printing information 5. What are the use of the second equipment? 30 15 50 15 50 100 Recopying document 6. What is the most frequent used of equipment in your office? - - - - - - Computer 7. Where are the equipment in your office manufactured? 30 4 70 7 30 100 Overseas

9. RESULTS CON’T 8. Do you have import license to enable you buy the equipment overseas? 30 22 73 3 27 100 Yes 9. Do you have sufficient fund to buy and maintain all the necessary equipment in the office yes or no? 30 23 90 7 10 100 Yes 10. Have you ever taken a bank loan to purchase some of the equipment? 30 22 73 8 27 100 No 11. If yes, do you think you can payback such loans? 30 20 67 10 33 100 Yes 12. If no, what other means do you have to acquire the equipment? 30 21 70 7 30 100 Educational organization fund, and through federal government (post office) 13. Do you have problem associated with the use of those equipment? 30 32 73 3 27 100 Yes 14. If yes, name some of them 30 24 80 6 20 100 Frequent breakdown, lack of power supply

10. RESULTS CON’T 15. Do these problems affect the job performance of secretaries in your organization? - - - - - - Yes 16. If yes, how does it affect the order of job performance in your organisation 30 25 73 7 27 100 Delay in mail, dispatched accounts, inability to copy document 17. Do you have qualified personnel for the operation maintenance of these machines yes or no 30 21 70 9 30 100 Yes 18. Is your maintenance cost high? Yes or no 30 24 80 6 20 100 Yes 19. Do these equipment occupy valuable space in your office yes or no - - - - - - No 20. If yes, where do you store the big office equipment? 30 25 33 5 67 100 Office

11. DISCUSSION The result presented in the table above indicated the office machines that are important today in our offices. This can be seen through the first question which requires the name of four machines. The three offices and ministry of education were able to list four of the modern automation equipment and also first bank because they will borrow money from it and they have secretary. The modern equipment i.e. computer, telephone, photocopier and stamp cancelling machine. The second question was about the most important equipment in the office 83% of the respondents gave the computer that distinction while 67% gave the photocopy machine as the next in importance because of its daily use for re-copying of documents and letter as can be recalled from chapter two literature reviews. Some of the advantages of the computer and photocopier are that they save time and help ensure accuracy. Question seven to twelve deal with the manufacturing of these equipment and all respondents agreed that most of these machines were made overseas and as the same time have the necessary import paper to bring these equipment into the country. The answers also indicated they have not taken loans to purchase these machines but have other means such as education fund and through the federal government sponsorship. Question thirteen to twenty deal with problems and high cost of purchasing the office machines. The problem of maintenance was also raised, 73% of the respondents agreed that the machines have problems such as lack of electric power for operation, spare parts, non unavailability etc. 73% also agreed that these problems affect the performance of workers or operations. For example mails are no longer dispatched quickly, photocopying cannot be made etc. They also agreed that the maintenance cost of these machine are quite high. From here, it can be deduced that high cost of acquisition and maintenance and other associated problems militate against the use of modern automation equipment in educational organization today in the Warri metropolis.

12. DISCUSSION CON’T The results from the study have shown that modern automation office equipment are very important in financial organization today. The equipment enhance efficiency and improve the productivity of the organisation. The study has shown that firms who use these equipments such as computer, identification screen etc have a higher rate of job performance than those that still employ crude and manual machines in offices. The study also confirmed that most of these equipments have one or more problems in the course of operations. This can be due to the fact that most of these machines require steady and adequate electric supply for operation, improper use and care of machines, no preventive maintenance done etc. Results also indicated that high cost of maintenance is another factor militating against the use of modern office equipment although many big organization can now meet up with the cost of maintenance. The study confirmed that use of modern automation office equipment as a mode of working in the office facilitate speed of activities in the office. The operators suggest that workers fatigue is reduce from use of the machines.

13. CONCLUSION From the survey of data collected, the researcher discovered the role of an investigation into challenges of modern automation on secretary job performance were study, it was discovered that education and constant training will contribute greatly to secretary efficiency and effectiveness in the execution of her duties thereby increases their skills and create room for higher rewards and progress within and outside the financial organizations. Training and development equip the secretary for greater performance in the term of output, quality and general productive job performance, and also develop the skill and potentials of the executives towards her performance. Training and education help the secretary to gain the commitment of employee by encouraging the engaging with the mission and vision of the financial organization, and to manage charges through improve understanding of the reason for changes of providing people with the knowledge and skill they need to adjust to new innovation and technological situation of the educational organization. Finally, it is cleared that secretaries perform virtually all administrative role in the execution of their duties, being it education.

14. RECOMMENDATIONS In order to address the unpleasant situation seen from the observations above, the following recommendations arising from the present effort made by the researcher may proved useful. That secretaries should be given opportunity to hold managerial position in any financial organization. The secretaries must undergoes training in secretarial colleges and obtained minimum of B.Sc or AA in secretarial studies before they can be recognize as secretary. Secretaries should be trained with new modern automation machines and equipments in order to meet up with the 21 st century world. The modern automation should be made available to schools and institution where secretaries are trained. That secretaries should be compensated and motivated for their effort in the organizations. If the above recommendations are implemented, there will be improvement in the secretaries effectiveness to carry out their duties. This project work, workshops, conferences should be organized fork secretaries in educational organizations.

15. SUMMARY The aim of this study is to identify the impact of modern automation equipment or machine in financial organization in Montserrado county Liberia. In chapter one, the researcher talked about the increasing number of machines in the office and how a junior office worker may be expected to operate these machines descending briefly the purpose method of usage and disadvantages of these machines and factors to be considered when introducing the use of these machines.   Chapter two deals with the review of literature of this project. This concerns what other authors and educationists who have written about other subject matter. The different types of machines like computers, typewriters, photocopiers etc. Were also highlighted by discussing the method of operating types or model, advantages of these machines. Chapter three is about the construction of questionnaire, which the researcher used in eliciting ideas and opinion from various people in the different financial organization. Finally, chapter four deals with the analysis of the data form. The analysis suggested the lack of spare and a high maintenance cost are among the factors that work against the use of modern automation office equipment in educational organization.

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