Full Project – Effects of modern office technology on the productivity of office manager in an organization

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CHAPTER ONE

INTRODUCTION

1.1     Background to the Study

The fast growing and developing world of technology has introduced a lot of change to the role and functions of office managers. The type of machines and gadgets that were used to produce duplicate and store information has undergone a great transformation to grow with the fast growing world of technology. The success of any organization relies much on the office manager whose role though supportive is critical to the achievement of organizational goals and objectives.

In today’s organization one of the things that make organizations unique is the use of modern technological gadgets both internal and external forces such as market competition, consumer behavior and technology and quality management are the drivers of organizational change. In today’s business world, every office requires facts and accurate information for quick decision making. The role of office manager is crucial to the life and progress of any contemporary organization hence the need for some technological and human backing from the workplace. The introduction of modern office technologies such as printer, fax, pen drive, cell phones, photocopier, telex, internet and programmes has lessened the onerous tasks for the modern office secretary. The effective performance of office manager depends upon the office equipment, knowledge and skills. The skill level and functioning of the traditional office secretary’s involve greater physical and mental ability. It ranges from production, reproduction storage and retrieval among others.

With the advent of technology, the use of the computer and software programmes facilitates the work of the office manager. Information Technology has affected many professions in recent times. The role of office manager have been turned around by technology, it has provided the tools that shift the role of office manager’s from that of the information recorders to business strategies.

These are wide range of office machines and equipment which now enables office manager’s to improve their job performance; such new machines take the form of electronic typewriters that have replaced the manual ones. Word processors with, multi-purpose facilities, computers and other sophisticated office machines and equipment are now provided by employers. Some of the physical equipment used by office managers includes computers communication equipment and electronic pocket organizers. New technological equipment that has altered the producers and technique for office functions include the computers, electronic mail/commerce, voice mail and the internet.

An office manager is a professionally trained and qualified information technologist and psychologist with mastery of office and administrative management process of institutions for instantaneous comprehension of ideas and issues in human and organizational behaviors. It means that a qualified office manager should have a wide knowledge of business acumen, versatile knowledge in accounting personnel, office practice and communication and inside knowledge of the operation of all departments within the organization where he works, unlike a half-baked office manager who posses only knowledge of typewriting and basic office practices.

1.2     Statement of the Problem

In modern times, it is not uncommon to find some organizations still subjecting office managers to the use manual typewriter, traditional ways of records management (paper filing) etc. when office manager are not provided with efficient and effective contemporary working tools, job performance is definitely bound to be low. Though, modern technology is regarded as important and of high value in ensuring quality work output in an office and improved job performance. It introduction is equally believed to have caused job displacement. This is the fear that many employees suffer from when new equipment is being purchased for use by their organization. The equipment is cost effective, some organization do not really apply the use of some of the modern equipment and this lead to poor performance, this is because they seem not to attach great importance to these equipment and most office managers are ignorant of their uses.

1.3     Purpose of the Study

The purpose of the study is to identify the effects of modern office technology on the productivity of managers in business organization and it is as follows:

1. To ascertain the various modern office technologies used by office managers.
2. To examine challenges faced by office managers with the use of modern office technologies.

• To highlights possible solutions to the challenges faced by office managers with the use of modern office technologies.

1. To ascertain the relevance of modern office technologies on the productivity office manager.

1.4     Research Questions

The following research questions guide this study:

1. What are the various modern office technologies used by office manager?
2. What are the challenges faced by office manager with the use of modern office technologies?

• What are the possible solutions to the challenges faced by office manager with the use of modern office technologies?

1. What are the relevance of modern office technologies on the productivity office manager?

1.5     Significance of the Study

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 office automation and information technology on the part of the implementers.

In the context of this study, an understanding of office technologies is of great significance to office managers. It also stimulates office manager on the importance office technologies in the 21st century thereby providing substantial information on the need to learn how to effectively use office technologies.

1.6     Scope and Delimitation of the Study

The study covers the effects of modern office technology on the productivity of office manager in business organization, using Dangote Cement Factory, Obajana, as case study. Some of the major constraints the researchers encountered in putting up this research include lack of time, lack of willingness to give information by respondent and also limited resources

1.7     Definition of the Terms

The following terms are defined in order to avoid any form of ambiguity in the study:

1. Office Manager: Is an office/personal assistant or administrative assistant who combine the mastery of managerial skills of typewriting with office routine functions. They are the live wire of any organization.
2. Modern Office Technology: Refers to the varied computer machinery used to digitally create, collect, store, manipulate and relay office information needed for accomplishing basic tasks.

• Tools: A device or implement, especially one held in the hand, used to carry out a particular function e.g. Instrument, utensil, apparatus, gadget, appliance, machine, contrivance and mechanism etc.

1. Job Performance: Is an average measure of the efficiency of production. The work related activities excepted of an employee and how well those activities were executed/to reach a goal or set of goals within a job.
2. Organization: A social unit of people that is structured and managed to meet a need or to pursue collective goals.

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Full Project – Effects of modern office technology on the productivity of office manager in an organization