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PROJECT TOPIC- WORD PROCESSING COMPETENCIES REQUIRED OF SECRETARIES IN TERTIARY INSTITUTIONS IN EBONYI STATE

PROJECT TOPIC- WORD PROCESSING COMPETENCIES REQUIRED OF SECRETARIES IN TERTIARY INSTITUTIONS IN EBONYI STATE

Abstract

The study focused on the word processing competencies required of secretaries in tertiary institutions in Ebonyi State. Four research questions were formulated to guide the study. Descriptive survey research design was adopted for the study. The population of the study comprised of 600 students and lecturers while thesample of the study consisted of 300 respondents. Structured questionnaire was formulated for data collection. It was validated by three experts, two from Business Education Department and one from Science Education all in Ebonyi State University. The data was analyzed using simple statistical mean and standard deviation. Results from the data analyzed showed that:manipulation of keyboard, facilitationof works with speed typing, typing without mistakes are keyboarding competencies required of secretaries in tertiary institutions in Ebonyi, secondly formatting competencies required of secretaries in tertiary institutions and that the saving and retrieval competencies required of secretaries in tertiary institutions. Based on the findings, the study recommended that: School management should implement and effectively adopt in-services training of ICT learning for secretaries mostly in the area of keyboarding competencies, secretaries should undergo effective training in the utilization of different formatting skills and that government should adequately finance the school system in order to ascertain effective utilization of ICT devices. In all suggestions for further studies were drawn.

CHAPTER ONE

INTRODUCTION

Background to the Study

The business world today is witnessing a new industrial revolution based on the new information technology. This new industrial revolution therefore, refers to all now technologies on computer systems, fax systems and other information based system that people used a means of storing, retrieving and communicating vast amount of data and information quickly through the use of word processor.

In view of this, these changes have being taking place in all facets of humanlife including the office environment. This is a result of technological advancement Ntukidem, (2000). Similarly, every office in today’s business world, be it government, industry or human endeavours, requires facts and accurate information for quick decision-making. Hence the office including the secretary expects certain support from the organization in which he/she is employed.

This support can be technological (machines and equipment) and human. Again, office method and services are daily getting complete and the volume of words to be handled is increasing as well. The quality of service to be handled is also increasing, like response time exacted of the office work is now shorter than it has been in the past. (Chigbuson and Nimfel, 2009) as a result of this, there is the need for office administrator which includes the secretary to cope with the increasing qualityand quantity of services required.

Based on that, the availability of these word processors can be used to improve the administration and management of both the public and private sectors. For instance, most of other technologies introduced in industries and other organizations, the word processor is regarded as capital intensive, laboursaving and cost saving, Edwin (2008). Consistently, today’s secretaries are exposed to office technologies including the internet that make work much easier and knowledge more accessible than before.

In view of this, Dulek (1999) noted that it is easier to send messages by telex, electronic mails (e-mails) fax and telephones. Other office gadgets available to the secretary are: photocopying machines, dictating machines, printers, and so on. In the same manner, this is the era of computers and information technology which has become an enable of greater convenience. Moreover, oneof the most popular types of computer software programme is word processing, which helps the user to write and edit memos, letters, reports data management programmes (data bases) which help the user (secretary) to use long lists of dataspread sheet programmes which handle tables and number.

Fielde (1999)additionally, secretaries now have many technologically advanced officegadgets to ease their jobs and enhance efficiency and productivity. On the otherhand, Akpom (2003), said that there are wide range of office machines andequipment which now enables secretaries to improve their job performances. Such new machines could take the form of electronic typewriters that havereplaced the manual typewriters.

Therefore, word processors with multipurpose facilities, computers and other sophisticated office machines and equipment arenow provided by employers. In sum technology assumes to evolve a remarkablespeed and this is why word processors make increasing demand ontechnological expertise on the user. Thus, it is fast becoming a key concern forall business organization in terms of how to acquire and sustain the technologyand to use it properly and efficiently in order to achieve the organizational goalsand targets.

Word processing skills refer to know-how of using word processing software to create professional word documents. These skills are necessary to create letters, emails, organizations’ reports and other documents. Word processing skills help an individual create and organize word documents that are attractive and readable. Skills include aligning text in the document and using various fonts to create a presentable document.

It is also important to learn how to set the correct line spacing and margins to produce presentable word documents. In addition, the use of the thesaurus tool built into much word processing software helps create professional documents. Popular word processing software, including Microsoft Word for Windows and Pages have built in spelling and grammar check capability that should be used to create documents free of spelling and grammar errors.

Another word processing skill one should master the use of headers and footers. This skill includes important details that need to appear in the document such as dates and page numbers. Creating and formatting tables is an important skill, especially when dealing with research data. In addition, one needs to know how to set tabs appropriately. Learning to use page breaks appropriately is very useful, especially when creating large documents.

PROJECT TOPIC- WORD PROCESSING COMPETENCIES REQUIRED OF SECRETARIES IN TERTIARY INSTITUTIONS IN EBONYI STATE

Statement of the Problems

In the recent past, it is common to find most organizations subjecting their secretaries to the use of manual typewriters. For the fact that much of the information handled in most organizations are processed manually. It implies that receipts prepared after payments, sales, receipts, students data, office mails, memos, reports, letters etc., are prepared manually by the secretary. Research has proved that from time immemorial most business companies, academic offices, private and public organizations respectively had being processing their information (documentary). Yet these information are stored locally and carelessly in those organizations.

Based on that, most of the relevant organizational data (information / documents) easily get lost, some will be nowhere to be found. This occurs as a result of improperrecord keeping and local ways of data storage in the organization. More importantly, manual word processing involves performing the operation with hand, pen instead of computer machine. The operation constitutes lots of errors, omissions, mistakes, cancellations, mutilations and miscalculations.

Again, the use of manual erasers, corrections fluids may be involved. This makes the work very untidy, rough and unattractive for human consumption. Inmost cases, the figures or data computed are often incorrect and misleading worst still; manual word processing is low, inefficient, ineffective andinaccurate thereby declining the organizational reputation and its productivity. Again, when secretaries are not provided and equipped with efficient and effective working tools (machines), productivity will definitely below. Sequ to this, the organization concerned may not maximize its profit. It is obvious that this ugly trend can negatively affect the organizational performance.

Purpose ofthe Study

Themain purpose of this research is to determine word processing competencies required of secretaries in tertiary institutions in Ebonyi State. Specifically, the study sought to:

  1. Determine keyboarding competencies required of secretaries in tertiaryinstitutions in Ebonyi State.
  2. Ascertain formatting competencies required of secretaries in tertiary institutions.

iii.      Determine saving and retrieval competencies required of secretaries intertiary institutions.

Significance of the Study

This research will help most of the tertiary institutions that have notintroduced the use of word processor to realize the importance of the modernoffice equipment and to work towards its application for better performance.

Moreover, it would help the secretaries in different organizations to gain more knowledge in order to enhance productivity. In addition to that, it will enable the management of various organizations to constantly review theirexisting machines with the aim of upgrading them to suit the organizationaldaily challenges to achieve their objectives.

Scope ofthe Study

This research was conducted on finding out word processing competencies required of secretaries in tertiary institutions of higher learning. To narrow down the research study, Ebonyi State University serves as a case study.

Research Questions

The following research questions were formulated to guide the study:

  1. What are the keyboarding competencies required of secretaries in tertiary institutions in Ebonyi State?
  2. What are the formatting competencies required of secretaries in tertiary institutions?

iii.      What are the saving and retrieval competencies required of secretaries in tertiary institutions?

PROJECT TOPIC- WORD PROCESSING COMPETENCIES REQUIRED OF SECRETARIES IN TERTIARY INSTITUTIONS IN EBONYI STATE

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