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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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