HARNESSING THE POWER OF TECHNOLOGY THROUGHSECRETARIAL PROFESSION

BY M. A. IDRIS (KAIAMA)07037728515 / 08076781896

amirkaiama@gmail.com

REGISTRY DEPARTMENT FEDERAL POLYTECHNIC NASARAWA,

NASARAWA STATE

1

OCTOBER, 2013

2

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

3

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

4

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.

5

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

6

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

7

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

8

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:

10

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;

11

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,

12

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

13

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

14

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.

15

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.

16

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

17

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

18

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.

REFERENCEA. S. Hornby (1989) Oxford Advanced learner’s Dictionary, 4th

Edition, Oxford    University Press.

19

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

Whitehead, G. (1979) Secretarial Practice Made Simple,Butler Tranner Ltd., London,           Low Priced Edition.

www.articles888.com20

www.new-technology-world.com,

www.wordiq.com

21