HUMAN RELATIONS, SKILLS REQUIRED BY A SECRETARY FOR EFFECTIVE JOB PERFORMANCE IN AN ORGANIZATION
1.1 Background of the Study
Man has been faced with the problem of building meaningful human relationships. First as a child, as an adolescent and as an adult in the business world. To determine what is meaningful for us as individuals, we must learn to understand ourselves in relation to others and the society. Therefore, building meaningful human relationship requires time, interaction and people.
In regard to business organization as social system, secretary who wish to work should understand how they operate, as they combine both humanity and technology.
Human relation motivates people to develop an increase in productivity and fulfilling teamwork. Human relations are motivating people to develop productivity, aids in shaping source of misunderstanding between the management and workers and trade unions. According to Molokwu, (1993) effective listening habits are also important for all office members. The office technology graduates in business organization should learn and also encourage the workers under her to imbibe the technique of better listening in order to maintain good relationship with his/her bosses. Effective listening can also prevent misunderstanding and rumors from developing with the office. Human relations create and sustain job satisfaction, thereby reducing labour turnover, absenteeism, truancy and inefficiency and it also enhance staff motivation resulting in high productivity.
In human relations, there are certain factors that make human relation skills poor, they includes inadequate salary paid by some organization to workers, not enough compare with the cost of living. If salary is inadequate, absenteeism and high labour turnover. An organization that does not pay adequate salary is obviously not a good environment for healthy human relation to flourish. Bad management can bring poor human relation wherein an organization both the executive and divisional head are also employee’s effort by the bosses to cover inherent managerial lapses eventually lead to the emergence of personality cult and tuques.
There are also many reasons why it is necessary for secretaries to exhibit good human relation as to help him or her to relate well her boss, her superiors, colleagues and subordinate. It also helps the person to understand man and how he behaves and thereby avoiding unnecessary interruption while discussing with people. Human relations help a trainee to communicate well with others and thereby fulfilling the interest and to achieve personal aspirations through such relations.
1.2 STATEMENT OF THE PROBLEMS
Secretaries may be prudent in technical matters, yet fail in their administrative duties if the lack human relations skills. It has been discovered that some secretaries have not really come to understand their value and position in their various offices. They lack good communication skills in their office which covers the ability to be fluent in English language, to listen attentively to your customers or visitors complains and to have a good approach to issues no matter which condition or pressure you found yourself.
We also have interpersonal problem which is the ability of the secretary to relate to coworkers within and outside the organization. Some office graduates don’t respect their boss and other coworkers. All these factors create room for poor growth and productivity of the business organization. That is why the human relation skills required from secretary are very important in an organization to enable the organization meet up to world class standard.
1.3 SIGNIFICANCE OF THE STUDY
Since secretary work to a large extend has to do with human relations, they are involved with meeting people at various stages of their job. Nevertheless, the possession of certain basic human relations skills enables them to affect their job performance and that of the organization at the organization at large in a positive way.
This research work, will guide the office management graduate in enhancing their roles in human relations who requires very special skill like tactfulness, empathy, tolerance, genuine like for people, the desire to help them when the need arises and lots more. This will also help the graduates understand the fact that individuals with varying traits. This according to Uwaoma, (1997:21) that every person is unique, every individual has internalized attitude, briefs and ways of life as well as certain skills technology, social and logical.
This study will also aids secretaries into being more sensitive of their people that is making us of their knowledge of human relations to develop a greater realization of how attitudes and behaviors plays major parts in everyday affaires.
Also office technology graduates can apply these human relations skills to help bosses develop an improved understanding of the problem of reconciling their interest and capabilities with the needs and goals of the business organization.
1.4 PURPOSE OF STUDY
For every project the purpose must be ascertained so as to make the project work embarking on. This project is aimed at achieving the following set of objectives;
1. To determine the interpersonal skills required from secretary by the business organization. This is referred to, the ability to work and relate well with others. In human relation skill, the driving force behind all tasks is the need to provide service to others. This is very important and forms the backbone of everything that is done by office technology graduate.
2. To determine the communication skills required from secretary in business organization. Communication is a core skill, it also determines how an office technology graduate can communicate in and out of the business organization.
3. To determine the technical skill required from secretary by the business organization. This is the ability of the office technology graduate to carefully operate the office equipments like typewriting machine, computer, shorthand writing etc.
4. The last but not the least to determine the managerial skills required from office technology band management by business organization.
1.5 SCOPE OF STUDY
The scope of this work embodies human relation skill required from secretary in business organization. The skills in view cover interpersonal skills, communication and technical skill.
This project work is widely based on personal observation, personal interviews and response to questionnaire. Consequently, the topic in view is restricted only to secretary by the business organization.
6. LIMITATION OF STUDY
In our business organization today likes companies, ministries, banks, and private firms etc. the human relation skills required from secretaries are mostly and critically needed. An secretary are entitled to these operations.
i.Professional auxiliary staff in shorthand, typewriting, and computer literate.
iii.Communication and management skill as well.
An secretaries also act as an assistant to an executive possessing mastery of office skills and ability to assume responsibilities without direct supervision and also concerned with the preparation, presentation and transmission of all types of communication.
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