Post on 18-Jan-2023
HARNESSING THE POWER OF TECHNOLOGY THROUGHSECRETARIAL PROFESSION
BY M. A. IDRIS (KAIAMA)07037728515 / 08076781896
amirkaiama@gmail.com
REGISTRY DEPARTMENT FEDERAL POLYTECHNIC NASARAWA,
NASARAWA STATE
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HARNESSING THE POWER OF TECHNOLOGY THROUGH SECRETARIALPROFESSION
ABSTRACT
The secretarial profession, a long standing career, often relegated to thebackground by many, including the practitioners, has revolutionaries through theadvent of globalised technology. As network and web applications become more andmore significant, the importance of relational database management systems alsoincreases. Selecting the right one (technology) for the needs is essential to ensure thequality and proper performance in a profession. It is obvious Microsoft SQL is oneoption that many secretarial professionals might select. It also looked at the need toharness the power of technology through secretarial profession in an administrativesupport activities for directing services regarding records, management, secretarialsupport, telephone service, cell phone service, pager service, mail, front deskreception and messenger service as well as printing and copying which aresecretaries duties. It highlights the change which technology has brought to theprofession and encourages non-practitioners to join the profession. It enjoins thosealready practicing it to strive and embrace the new revolution in technology so as toremain relevant. The paper urges government to provide adequate technologicalinfrastructure and enabling environment that would make secretarial job efficient inorder to boost productivity on the part of the practitioners.
KEY WORDS –Word processor, Secretarial support, Pager service,Front desk reception, Mail
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1.0 Introduction
Technology has led to an interconnected and
interdependent world. The scenario has influenced the
developed secretaries without borders, thus enabling
globalization of secretaries and secretarial services.
Hence, at the mere press of a button, one can have
instantaneous access to global information for various
purposes. It is indeed a golden opportunity for
secretaries and particularly secretarial profession to
draw from the ocean of global administrative support
information for nation building and at the same time
contribute to Global Secretarial Profession.
The accelerated adoption and use of technology has
resulted in the globalization of information and
knowledge resources of the secretarial profession.
“Bibliographic databases, full-text documents, and digital library collections
are now available to users” (Chisenga, 2004)
Harnessing the power of Technology through Secretarial
Profession is therefore a necessity that do not require
argument, due to the fact that secretarial profession is
charged with Administrative Support activities,
responsible for directing services regarding Records
Management, Secretarial Support, Telephone Service, Cell
phone Service, Pager Services, Mail, Front Desk Reception
and Messenger Service as well as Printing and Copying.
The Records Management program provides for records
retention schedules, microfilming, maintaining a records
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centre, and reviewing the office filling systems. These
operations are the responsibilities of professional
secretarial staff. Without proper adoption and
harnessing the capabilities of technology, the
secretarial profession will not yield an
effective/desirous performance in any organisation.
The task of managing any organization effectively, be it
public or private, profit or non-profit making is arduous
and depends, to a large extent, on the knowledge of the
manager. But the bulk of the blame often stops at the
secretary’s table, because the Secretary is one of the
major tools through which an organisation can be managed
effectively. Hence, for any organisation to function
well there is need for the Secretary to be physically and
mentally capable to harness the power of modern
technologies through career development in secretarial
profession.
Since each organisation nowadays depends on technology
and the role of the secretary as being integral for its
effective management, the secretary’s importance in an
organisation is real. Therefore, this calls for the
adaptation of technology in order to meet up with modern
technological revolution and the Transformation Agenda.
Transformation of the Secretarial Profession entails
embracing new changes, new shift in technology and also
removing the barriers that encumber the progress of
secretaries at work places.
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Surely, the advent of technology has tremendously
improved the job of a secretary. The impact is great as
there has been significant shift from the old methods of
processing documents to the modern types where documents
are processed with ease using sophisticated machines.
1.1 An Over View of the Secretarial Profession
The Secretarial Profession is one under which Secretaries
are trained. Like other professions: Accounting, Public
Administrators, Law, Medics, etc, it is governed by some
set of rules, ethics, qualifications, technologies and
methodology which guides Secretarial practices and
training.
The profession began humbly and improving to modernity.
It started from the application of functions which were
secretarial in nature such as Tea-boy, Stenographing,
Office attendant etc. with less concern for proficiency.
Some of such people went back to school and therefore
specialised in the art of shorthand writing, typewriting,
and improved on their written and spoken language. Thus,
this led them to parity with others in the office. Soon
they became versed in the specialized aspect of the
office. They began taking minutes of meetings, taking
records of events, receiving visitors and reminding the
boss of events that could have been forgotten. With this,
came planning, coordination and organizing the duties of
the boss. At this space, proficiency in the use of
modern machines such as the electric typewriter, computer
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and many others gradually came in slowly to distinguish
from typist and stenographers.
Stenographer is “one who takes dictation, write in shorthand and
transcribes with a typewriter; and a typist is a worker who works with the
typewriter to produce a document in the form of copying out what he/she had
been given to do depending on instructions before embarking on any job”.
(Whitehead, G. 1979)
Some Views about the Secretary
According to Albert, (1974) “A Secretary is a person with greater
ability to make judgments and exercises initiative”. He may relieve the
boss of routine and administrative duties.
Hanna, (1993), defines a Secretary as “an employee of an
organisation who possesses the skills of typewriting and shorthand and is
knowledgeable, capable of managerial organizational techniques”.
The Oxford Advanced Learner’s Dictionary defines
Secretary as “an employee in an office dealing with letters, typing, filling,
etc. and making appointments and arrangements for another person”.
Webster (1979), defines Secretary as “an office employee who
performs routine administrative or personal tasks for a superior. Those tasks
include typing, computer operation, keeping of records, etc”.
The Secretary, apart from being capable of using his/her
initiative must also be capable of using office
machineries/equipments.
1.2 Conceptualizing Technology
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In the emerging Electronics complex, Technologies form
part of a constellation of Secretarial Profession, it
consist of various sub-groups such as Computers,
Components, Telecommunications, Consumer electronics and
other Office devices. Expectedly, the developments in
the electronics composite have had pervasive impact on
the rate and direction of technological change, not only
in this Profession, but across virtually all other
Professional areas. In the process, it has brought about
pervasive techno-economic and social changes in
Secretarial institution. The growing applications of
robotics, media electronics, optical fibres and digital
networks, are generic radical technological innovations.
The nature of response and the challenges of these
technologies are equally fundamental, because generic
technical innovations alter the fundamental nature of
professionalism and teaching. In trying to assess the
power of Technology in the Secretarial Profession, a
clear distinction is necessary between the block of
history broadly classified as past and present.
During the past 10 to 15 years in Nigeria, “rapid
technological innovation fuelled unprecedented advances in digital
computing capability in the fields of semi-conductor technology (foundation
on which the information industry is built), Recording technology and
Telecommunication capability” (Frenzel, 1996). Electronics,
being the enabling technology in the information economy,
has opened-up a vast range of new forms and concepts of
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handling information. Electronics has, thus, become one
of the fastest growing industries worldwide.
In societies that have higher levels of income,
technologies are used to reduce or cut-down on
increasingly costly human imputes. They are also used to
forge links between information resources and increases
economic growth. Mansell, (1998) suggests that “the
challenge would be to develop and exploit these emerging opportunities”.
According to www.wordiq.com, technology has many
definitions. Technology is “the development and application of
tools, machines, materials and processes that help to solve human problems”.
Therefore, technology can be described as a means whereby
complex issues can be simplified.
Okwara, (2001) posit that “the complexity of technology can be
linked to range of information needs of individuals, business, government or
organisation”. She is of the view that human brain can fail
when faced with several tasks such as having good memory,
ability to organise the office and be plan-conscious. In
this regard, a memory aid to help the Secretary to Plan
work, carry out assignments, enhance effectiveness and
efficiency is desired. Hence, the need to Harness the
Power of Technology through Secretarial Profession.
Again, with the evolution of Information Technology, the
office has experienced a radical change from the
stressful one that is full of challenges to a less
stress, time saving, leading to efficiency and mastery of
the technological equipment and all the benefits that
come along with it.9
Technology enables the Secretary to use new trends in
Communication Technology with authority, therefore,
problems associated with mailing in the past, have been
eliminated by the electronic mail (e-mail). All forms of
letters, memos and reports can now be relayed through the
internet to those outside the office domain or through
the use of network.
Network and Web applications become more and more
significant, the importance of relational database
management systems also increases. Selecting the right
one for your needs is essential to ensure the quality and
proper performance of your application. Microsoft SQL
(structured query language) is one option that many
Secretaries may select. This technology is about Oracle
SQL, a computer language that is designed to manage data
stored in RDBMS databases. (Relational Database
Management Systems). The merits of Microsoft SQL server
is Excellent Data Recovery support in the sense that:
Corrupt data is always a concern when power loss or
improper shutdowns occur. Microsoft SQL server has a
number of features that promote data restoration and
recovery. Though, because individual tables can’t be
backed up or restored, complete database restoration
options are available. Through the use of log files,
caching, and backups, Microsoft’s allows you to feel
confident that disaster recovery options are plentiful.
The followings are some of the other complementarytechnologies:
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Software technologies for distributed informationprocessing;
Information technology components and subsystems suchas semi-conductors, micro-systems peripherals;
Web browsers and servers Multimedia systems (integrated personal systems) Others include open-processor systems, high performance
computing and networking (HPCN) technologies forbusiness process, photonic technologies; digitalmultimedia services etc.
According to Okore, (2005) “these technologies have the potential of
ensuring the dissemination of precise information which is capable of
responding to people concerns the world over and making them aware of
current trends in all fields of innovation and transformation. It also facilitates
establishment of effective links worldwide between different categories of
institutions”.
1.3 Secretarial Profession and Technology
Change has been acclaimed to be the only thing that
remains permanent forever. As transformation continuous,
everything about Secretarial Profession including
Practices, Principles, Ethics, Morals, Technologies etc.
changes alongside with it. Just like other profession are
also been evolving compatible with the changing world.
The Secretarial Profession is not an exception in this
regard. In the last decade, the profession is also
passing through its transformation. Information
technology has contributed so much to this revolution.
The launching of transformation agenda has repositioned
the secretarial responsibility particularly with the
advent of the mobile phone, e-mail, SMS, MMS, facsimile;
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internet etc has made communication and job easier for
the secretary, thereby saving precious time, money and
laborious hours. It is now easy to store and retrieve
data/information.
1.4 Role of Information Technology in Growth of SecretarialProfession
From www.new-technology-world.com, Information technology
refers to “the management and use of information using computer-
based tools. It includes acquiring, processing, storing, and distributing
information”. Most commonly, IT is a term used to refer to
business applications of computer technology, rather than
scientific applications. This term is used broadly in
business to refer to anything that ties into the use of
computers.
Mostly, organisations nowadays create data that can be
stored and processed on computers. In some cases the
data must be input to computers using devices such as
keyboards, scanners in other cases the data might be
created electronically and automatically stored in
computers.
Secretaries generally need to purchase software packages,
and may need to pact with IT businesses that provide
services such as hosting, marketing websites and
maintaining networks. However, larger organisations can
consider having their own IT staffs to develop software,
and otherwise handle IT needs in-house. For instance,
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Federal government offices are likely to comply with
requirements relating to information accessibility.
www.articles888.com “The constant upgrade in information technology,
along with increasing global competition, has lead to introduction of new
organisational network structures that hold survival and growth in an
environment of growing complexity”.
Effective implementation of information technology would
decreases liability by reducing the cost of expected
failures and increases flexibility by reducing the cost
of adjustment. The professional reaction to the
technological environment remains to be the vital
determinant for its effectiveness. The capabilities and
flexibilities of computer-communication systems make them
gradually more appropriate to the profession by being
able to respond to any specific information or
communication requirement.
Information Technology is having impact on all
professional and non-professional services. It is
affecting workers at all levels of organisations, from
the executives to middle management and clerks.
Information technology is increasingly becoming a basic
factor of all types of technologies such as craft,
engineering, routine, and non-routine.
The advances in information technology would result and
lead to new, concentrated organizational structures, as
it enables organisations to respond to the new and urgent
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competitive forces by providing effective management of
interdependence.
1.5 Change Brought by Technology to Secretarial Profession
As can be deduced from the foregoing discussion, there is
no doubt that the secretarial Profession has undergone
some metamorphosis in the area of automation. There has
been a radical drift from the era of manual typewriters,
duplicating machines, stencil cutting machines that were
used in the past. The present day secretary uses
sophisticated machines and equipments capable of
performing multiple tasks with ease.
In furtherance, it is a known fact that every
transformation comes with its challenges. The challenges
confronting the secretarial profession in the
technologically dynamic world include the following:
Displacement of the secretary; High cost of procurement and installation; Insecurity of data; and Un-cooperative attitude of secretarial staff
in the use of ICT.
Displacement of the Secretary- the Secretarial Profession
is faced with the displacement of its practitioners who
could not fully transform and adapt or switch to the
current trends of technological innovation. Though it is
true, technologies has created new jobs but have also
been accused of eliminating jobs for individuals or
organisations, thus planting the seed of social
disharmony or discontent. i.e. it displaces and renders
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many secretarial staff redundant and the affected
organisation may retrench the redundant staff. Despite
the social benefits that might result from retraining
displaced secretaries for other jobs, there is every
tendency that the Secretary, whose job has been taken
over by a machine, undergoes a period of emotional
stress. The secretary may also be displaced
geographically, in order to secure another job, an
individual may have to relocate.
High Cost of Procurement and Installation – procurement
and installation of automated equipment is capital
intensive. Beside, a higher level of maintenance is
required than with manually operated technologies.
Insecurity of data – technologies particularly computers
are used to invade Individuals, Public or National
privacy. Because there is no 100 percent assurance that
those authorised to man the computers do not leak secret
information stored on it or alters the information to
suit certain needs.
1.6 Adaptation to Technology: The Nigerian Experience
Acceleration of technologies is phenomena in developed
countries, which are centres of industrial and
technological revolution. A survey of the situation in
Nigeria is a disappointing experience despite the loud
cries of the Federal Government over the transformation
agenda for about a decade today.
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Adediji, (2001) observe that “we hope rather than leap automation
wise” Nigeria is still trapped among the group of nations
categorised as information poor societies. Low-level
technology, inadequate planning, poor implementation,
lack of expertise, under funding and high costs of
equipment occasioned by unfavourable exchange rates are
some major factors militating against technological
revolution and development of the secretarial profession
in Nigeria. Although Nigeria is not relenting in her
efforts to be part of the global village, a lot still
needs to be done in order to achieve a breakthrough in
technology.
Ayodele, (2001) sheds more light on this “the developing
countries including Nigeria have been disturbed about their technological
backwardness compared with the developed nations; popularly called digital
divide i.e. we have been left behind by some ten years and in a revolution that
is moving at the speed of light to say ten years is a lot. Though, we have a
vibrant knowledge thirsty citizenry whose only handicap is lack of
opportunity. Thanks to ICT the world has been made a global village. Given
the right learning environment and the materials to help bridge the digital
divide is at our fingertips”.
However, the federal Government saw the situation as
challenge and has risen to the occasion by putting in
place policies and measures that will bridge the digital
divide and transform Nigeria into a key player in the
global village for social-economic advantage.
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Going by the importance of technology as indispensable
tool in national development, the Federal Government
accorded ICT development a national priority. This is
contain in the policy document tagged “National Policy for
Information Technology”, which contains national IT guideline
for the country.
In the preamble, the Federal Government observes that:
information technology is the bedrock for national
survival and development in a rapidly changing global
environment and challenges us to device bold and
courageous initiatives to address a host of socio-
economic issues such as reliable infrastructures, skilled
human resources open government and other essential
issues of capacity building. It is for this reason that
every progressive country has national IT policy and an
implementation strategy to respond to the emerging Global
reality and thus avert becoming a victim of digital
divide. (FGN, 2001)
In this regard, secretarial profession would without
hesitation open hands and fully embrace the emergence of
information technology if we must avert being victim of
career displaced personnel in the ongoing transformation
agenda, policy and schemes.
1.7 Conclusion
There is no doubt that technology has become a growing
concern which modern business aspire to embrace, and as
fast as possible. No one transacts business just on his
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own. He must have either a buyer or a supplier. It is
in this belief that vibrant businesses as well as
professional bodies seek to embrace modern business
ethics which revolve around technology. The Secretarial
profession is also not left out in this new change.
A secretary who is well trained in the modern way finds
it easy to work with modern equipment of information
technology. This greatly contributes to the growth of
the organisation by saving cost, time, labour hours and
stress. Invariably, profit which is the essence of
business is achieved fast. This depends on the provision
of constant power source, lack of adequate knowledge and
skills to manage digital information resources, absence
of institutional policies and strategies to support and
guide the use of the technologies. It is hope before
the year 2020; Secretarial Profession have completely
transformed technologically for more effective and
efficient service delivery.
1.8 Recommendations
With the advent of new office technologies, things have
changed dramatically. The following recommendations are
therefore necessary for adoption in order to reposition
the Secretarial Profession so that it becomes attractive
to both members and non members of the profession, viz:
Teachers in the secretarial profession should be senton training so as to acquire new technological skillsto be able to impart them to the future secretaries.Moreso, Secretarial Practitioners should strive to
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acquire on the job training, and embrace the best workethics in order to remain relevant.
The secretaries should be involved in the planning fordigitalization or automation of administrative supportsystems, through the acquisition of appropriateapplication software/server.
The issue of a realistic National Information andCommunication Infrastructure Policy is one that shouldno longer be allowed to linger unresolved.
Nigeria needs a goal oriented policy as well asthought-out plans and strategies to harness the powerof technology for national building.
There is need to cross examine and overhaul thecurriculum of secretarial profession with a view toincorporating all courses relevant to ICT.
NAPSSON should engage in sensitization ondigital/application packages, conference and seminarwith ICT professionals for capacity building workshopsfor professional secretarial staff.
There is the need to change the name of theProfessional Body from NAPSSON to NAPAT (NationalAssociation of Professional AdministrativeTechnologist) to confirm with the new given name of itsacademic department Office Technology & Management(OTM).
Finally, I urged that Secretaries should be involved indecision making and motivated for better performance.
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Edition, Oxford University Press.
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Adamu, S. (2010) Information Communication TechnologySituation in Nigeria, A terminal Research Report,Federal Polytechnic, Nasarawa.
Ayodele, A. O. (2001) Sustainability of Library AutomationProjects a Paper presented at the Cataloguingclassification indexing section of the Nigerian LibraryAssociation Workshop, Akure
Bashiru, A. S. (2008) ICT for sustainable Development: theNigerian Experience
Chisenga, (2004) A sustainable ICT programme, the prospectand problems
Drew, F. (2003) Information Technology in SelectedCountries, Tokyo: United Nations University Press.
FGN, (2008) National IT Policy and an Implementationstrategic Plan
Hanna, R. A. (1993) Secretarial Procedures andAdministration, Cincinnati, South Western PublishingCompany
Kaase, J. (2010) The Position of the Secretarial Professionin era of Technological Spread, A Seminar paper,SBRS, Nasarawa.
Mansell, (1998) New decision, new technology a way forward,a position paper presented at university college.
Okoh, Gabriel (2009) Lecture Notes on Secretarial Duties
Okwara, I. (2001) The internet, a new wave of InformationTechnology, Oweri, The Millennium Secretaries Vol.1, No. 2, pp 30
Shaw, J. (1987) Office Management, London: Pitman PublishersLimited
Webstar, C. (1979) New Collegiate Dictionary, Massachusetts:GDC Merian Company Limited
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www.articles888.com20
www.new-technology-world.com,
www.wordiq.com
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