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CHAPTER FOUR

PRESENTATION, ANALYSIS, INTERPRETATION OF FINDINGS

4.0 Introduction

This chapter presents the results in reference to objectives in chapter one. Capacity in which one is serving Kyambogo University, Gender of respondents, Age of respondents, Education level of respondents, benefits of modern technology on performance of secretaries , different forms of modern technology used by secretary and to establish the relationship between modern technology and performance of secretary.

4.1 Findings on general information

4.1.2 Findings on the Gender of respondents

Depending on the sample of respondents that was taken, below is the table showing the gender distribution.

Table 1 Gender of respondents

Source: primary data

Table 4.1.2 above shows that 60% of respondents were male and 40% were female. This means that the biggest percentage of respondents and employees in the organization that were sampled were male and apart from that it also shows that male gender dominate the work force of Kyambogo University which eased the work due to flexibility of men other than women.

4.1.3 Findings on the age of respondents.

The age groups of the respondents were represented as shown below;

Table 2: findings Age of respondents

Source: primary data

Figure 1: Pie-chart showing age category of respondents

The table and pie-chart above shows that 33.33% of the respondents are in the age group of 18-29 while 50% of the respondents are in the ages of 30-39 while the remaining respondents of 16.6% are in the ages of above 40 years. This showed that respondents between the age 30-39 dominated all therefore are still in an active range therefore can give sound and clear responses in relation to the questions which gives accuracy in data collected.

4.1.4 Findings on the education level of respondents.

The education levels of the respondents were as shown in the table below;

Table 3: Showing educational level of respondents

From the findings above the table this implies that the degree holders are able to give reliable information about the topic since they have enough knowledge and qualifications.

4.1.5 Findings on the number of year’s respondents have worked at Kyambogo University.

The number of years respondents have worked with Kyambogo University is as shown in the table below;

Table 4 Showing the number of years respondents have worked at Kyambogo University

Source: primary data

The table shows that majority of the respondents have worked for the time period of 6-10 years and therefore have much knowledge about the organization thus can give adequate information.

Figure 2: Bar graph showing number of years respondents have worked

The bar graph above shows that majority of the respondents have works between  the range of 6-10 years this shows that  the majority of the respondents have enough knowledge on the operations of Kyambogo University and therefore they were able to give detailed information regarding the topic.

Then the least of respondents have worked there for 10 years and above however those that have worked between 3-5 years are more than them.

4.2 Benefits of modern technology in performance of secretaries

Table 5 Benefits of modern technology in performance of secretaries

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD). 

Source: primary data.

From table 4.2.1 above, findings revealed that, 50% of respondents strongly agreed that globalization of secretarial duties has been achieved as a result of using modern technologies in the organization, 33.3% agreed while 16.6% agreed this therefore shows that majority of respondents agree .

According to the table 60% of the respondents strongly agreed that Communication between employees is easy as a result of using modern technologies, while the remaining 40% agreed this therefore shows that all the respondents agree with the fact that communication between organizations has been enhanced.

According to the table above, 73.3 % of the respondents strongly agreed that Cost effectiveness has been achieved as a result of using modern technologies while 16.7% agreed, 3.3% of the respondents were not sure while the remaining 10% .

From the table 83.3% of respondents strongly agreed that Bridging the cultural gap between organizations while the remaining percentage of 16.6% of the respondents agreed this makes it clear that modern technology is essential in ensuring that cultural gap between organization has been closed due to the ability to work together.

The table above indicates that 60% of respondents strongly agreed that modern technologies is essential in ensuring that there is Time saving to secretaries, 20% agreed while the remaining 20% were neutral over the issue.

The above table also shows that 50% of the respondents strongly agreed that Creation of new jobs is achieved by use of modern technologies by secretaries in an organization while the remaining 50% agreed this therefore shows that 100% of the respondents agreed

4.3 Different forms of modern technologies used by secretaries in an organization

Table 6 Different forms of modern technologies used by secretaries in an organization

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD). 

Source: primary data

Table above reveals that the use of Electronic Data Interchange at Kyambogo University this is supported by the strong percentage of 47% strongly agreeing, while 33% agreed and 10% disagreed while the remaining percentage of respondents strongly disagreed.

The table indicates that majority of the respondents strongly and agreed that Secretaries use bar code scanners to ease their work while none of the respondents was neutral, disagreed, and strongly disagreed this therefore shows that secretaries use bar code scanners to make their work easy.

According to table above, 47% of the respondents strongly agreed that Image processing technology is used by secretaries at Kyambogo University, while 33% of the respondents agreed while 20% of the respondents where neutral.

According to researchers’ findings, 50% of the respondents strongly agreed that Secretaries use internet to improve on their productivity. While the rest of respondents agreed this therefore shows that the internet is very essential to the secretaries in executing their work.

According to the table 67% of the respondents strongly agreed that Secretaries use enterprise resource planning at Kyambogo University while 16% agreed and the remaining percentage disagreed.

4.4 The relationship between modern technologies and secretarial performance

Table 7 Shows the relationship between modern technologies and secretarial performance

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD).

Source: primary data

From table above, 60% of the respondents strongly agreed that Standardized secretarial performance is achieved if an organization adopts the use of modern technologies among the secretaries while the remaining 40% agreed; this therefore shows that the majority of the respondents agreed , this results further indicates that modern technologies helps the secretaries.

According to table above it indicates that, 73.3 % of the respondents strongly agreed that Simplified secretarial process is essential in the efficient performance of secretarial duties , while 26.7% agreed , while none of the respondents, was neutral, disagreed, and strongly disagreed.

Findings revealed in table above, shows that 50% of the respondents strongly agreed and the remaining percentage this therefore shows that 100% of the respondents agree with the fact that Automation of secretarial duties is achievable by use of modern technologies in an organization.

According to the table 56.7% of the respondents strongly agreed that Improved secretarial duties is achieved by use of modern technologies by the secretaries in an organization like kyambogo university, while the remaining 33.3% of the respondents of the spend strongly agreed, while none of the respondents was neutral, disagreed or strongly disagreed.

From table above, majority of the respondents strongly agreed that Better communication among the secretaries in an organization is can be achieved by the use of modern technologies while 23.3% agreed while none of the respondents were neutral, disagreed or strongly disagreed.

The table above shows that majority of the respondent assert that Faster information transfer among secretaries is achieved by the use of modern technologies in an organization the Table further indicates a large majority of around 60% of the respondents strongly agreeing to the fact while 33.3% of the respondents agreed and the remaining percentage of the respondents were neutral.

CHAPTER FIVE

DISCUSSION OF FINDINGS, CONCLUSIONS AND RECOMMENDATIONS

5.0 Introduction

This chapter presents a summary of findings in relation to the topic of the study. It further highlights the conclusions and recommendations that were made in regard to the objectives of the study.

5.1 Discussion of findings

5.1.1 Benefits of modern technology in secretarial profession

According to the findings in the study, 50% of respondents strongly agreed that globalization of secretarial duties has been achieved as a result of using modern technologies in the organization, which is in line with Scott, W. R. et al (2015), who stated that  technology has not only brought the world closer together, but it has exposed secretaries to office technology including the internet that make work much easier and knowledge more accessible and (Edwin, 2008), lamented that this would allow the world’s economy to become a single interdependent system.

The findings further revealed that 60% of the respondents strongly agreed that Communication between secretaries and other  employees is easy as a result of using modern technologies and this agrees with Chaffey (2007) who asserts that with the help of technology, secretaries in their profession can easily communicate to their bosses at a cheaper cost, quicker, and more efficient. We can now communicate with anyone around the globe by simply text messaging them, or sending them an email, for an almost instantaneous response.

According to Prum, D. A., & McCrory, C. (2013), technology helps secretaries to  computerize their accounting process, by the use of office gadgets available to the secretary which include photo-copy machines, duplicating machines, dictating machines, printers, among others. This is the era of computers and information technology which has become an enabler of greater convenience.  Thus streamlining businesses to make them extremely cost effective money-making machines. This, in turn, increases productivity, which ultimately gives rise to profits; that means better pay and less strenuous working conditions in accounting. Study agrees with this argument because 73.3 % of the respondents strongly agreed that Cost effectiveness has been achieved as a result of using modern technologies while 16.7% agreed.

5.1.2 Different forms of modern technology used by secretaries

According to the findings in the study, 46.67% of the respondents strongly agreed that the use of Electronic Data Interchange at Kyambogo University this is supported while 33.3% agreed. This is in agreement with Lysons, (2006) who states that the growth of microcomputer usage in accounting systems is to direct electronic transmission of data and standard business forms between the buying organization and its suppliers.. Electronic Data Interchange and the internet have made flow and exchange of information once an EDI system is in place and functioning properly, it produces a number of clear-cut operating benefits for the buying firm.

According to Bailey, (2006), system of Bar code and scanners represents a series of alphanumerical characters in the secretarial profession, i.e bar code readers to interpret bar code zymology, and bar code printers to reliably and accurately print bar codes on labels, cartons, and/or picking /shipping documents. This is in agreement with  46.7% of the respondents who strongly agreed and 33.3% of them agreed that Image processing technology is used by secretaries at Kyambogo University.

The findings further revealed that 50% of the respondents strongly agreed that Secretaries use internet to improve on their productivity while the rest of respondents agreed this therefore shows that the internet is very essential to the secretaries in executing their work. As stated by Shadkam, M., & O’Hara, J. (2015) that the internet thus far is primarily a tool for information sharing between the buying company and the selling company with the potential for electronic commerce being explored. Some companies are setting up private internet used to share data with workers and provide access to the larger internet. In logistics, the internet is used in order to enhance efficient, effective and timely communication between the buying and selling organization, tracking and tracing of the cargo during the actual process of accounting.

5.1.3 To establish the relationship between modern technology and secretarial profession in tertiary institutions.

According to Oakland, J. S. (2014), Standardized secretarial process, including faster tracking of errors, improved quality control, efficiency in record keeping, greater efficiency through the use of information and communication components like internets, satellites among others. He argues that these enable tracking and tracing of the goods in transit as 60% of the respondents strongly agreed and 40% agreed that Standardized secretarial performance is achieved if an organization adopts the use of modern technologies among the secretaries while the remaining; this therefore shows that the majority of the respondents agreed, this results further indicates that modern technologies helps the secretaries.

The study further revealed that that Simplified secretarial process is essential in the efficient performance of secretarial duties, and this was supported by 73.3 % of the respondents strongly agreed while 26.7% agreed. This is in agreement with Lewis, W. E. (2016) who stated that the introduction of technology has not only simplified the accounting process but has also improved on the business process including control over suppliers, improved process cycle time, close cooperation relationships, improved supply chain efficiency, accuracy of shared information,

The study also indicates that 50% of the respondents strongly agreed and the remaining percentage this therefore shows that 100% of the respondents agree with the fact that Automation of secretarial duties is achievable by use of modern technologies in an organization. Just as stated by Okoye, A. C. (2016) that the use of technologically components such as Bar coding, Satellite, internets and Image processing among others in the process of managing accounting efficiency, there has been reduction on paper work thereby leading to a substantial reduction of errors, as well as increased capability to obtaining and exchanging real time information.

According to findings in the study a large majority of around 60% of the respondents strongly agreeing to the fact while 33.3% of the respondents agreed that Faster information transfer among secretaries is achieved by the use of modern technologies in an organization as agreed  by Bhogade, P. G., & Inamdar, V. S. (2015) who asserts that With improved tracking and tracing as a result of using internet, satellites among others, the company that is to say the distributing company is assured of efficiency and effectiveness in the distribution process as their trucks are properly tracked and traced so that in case the deliveries are made to a different location, the mistake can easily be rectified.

5.2 Conclusion

Ugandans are very enthusiastic in accepting changes. However, with regard to the secretary and office technology, the secretaries are regularly retrained, but most of the offices do not have computers and those which have could not use them because of power outages. The tertiary institutions who train the secretaries do not have computers for    the training and those which have computers cannot use them because of irregular electricity supply. Most secretaries pursue computer studies in privately established computer centres where generators are used for the computers through high course fees. However, they work of the secretary is very versatile and his profession is a very dynamic one. The traditional secretary has some personal and business attributes that  are  still  relevant  for  this  millennium. However, in  this  century, the  modern secretary must be adaptable to the ever increasing changes in the work place. There are changes in course of study in the roles and responsibilities, innovations and inventions in technolog y, especially the varied uses of the computer. The structure of the office keeps changing. There are also hazards in the office that the secretary has to contend with. In fact, there are challenges that do exist and only the secretary, who is hard working, resilient and dynamic, will be able to survive in the work place. The lazy and indolent ones will certainly be flushed out into the labour market.

5.3 Recommendations

Kyambogo University should procure as many modern office technological gadgets as are available to the students and the secretaries with in the university campus which will enable secretaries to increase their productivity.

Secretaries without new skills in the use of modern office technological gadgets should be retrained to fit into the trend of current advancement.

Secretaries should be given the opportunity and chance to perform/carry out other administrative functions.