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THE CONTRIBUTION OF MODERN TECHNOLOGY IN ADVANCEMENT OF SECRETARIAL PROFESSION IN TERTIARY INSTITUTIONS:

A CASE STUDY OF KYAMBOGO UNIVERSITY

CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter entail the background of the study, statement of the problem, objectives of the study, research objectives both general objective and specific objectives, research questions, scope of the study, significance of the study the conceptual framework.

1.1 Background of the study

By the mid 20th Century, humans had achieved a mastery of technology sufficient to leave the atmosphere of the earth for the first time and explore space. According to Merriam-Webster (2007)  technology is  making  usage  and  knowledge  of  tools,  machines,  techniques,  crafts, systems or methods of organization in order to solve a problem or perform a specific function. The word technology comes from Greek; the term can either be applied generally or to specific areas: example include construction technology and information technology.

Technology has affected society and its surroundings in a number of ways. In many societies, technology has helped develop more advanced economies (including today’s global economy) and has allowed the rise of a leisure class. Many technological processes produce unwanted by- products: known as pollution and deplete natural resources, the determinants of the earth and its environment. Various implementations of technologies influences the value of a society and news technology often rises new ethical questions examples include the rise of efficiency in terms of human productivity, a term originally approved to machines and the challenge of traditional norms.

According to Franklin Ursula (1952) traditionally, new technology has been concerned with the construction of machines, structures, and tools on a relatively large scale. The development of materials for building bridges or sky scrapers is an example of this, as is the development of the internal construction engine and the nuclear reactor.  While such activities involve all the sciences, from chemistry to nuclear physics, the overriding goal has been the same to improve the human condition by finding better ways to deal with the macroscopic world.

Julius Adama’s (1999) in his views says: Since world War II, the focus of technological activities has undergone a major change while the old activities are still pursued, they have largely superseded by applications of technology at the microscopic level instead of building large-scale structures and machines modern-day technology tends to concentrate on finding improved ways to transfer information and to develop new materials by studying the way atoms come together. The silicon clip and micro electronics typing the new technological trend, as does the blossoming of genetic engineering. The trend can be expected to continue into the fore seeable future. With the changing world of technology this day, it is important to say that modern technology has come to stay, and it plays significant role in the improvement of the secretary’s job which in turn enhances productivity in all aspect.

In the past, most office work had been carried out manually although through them the volume of office work had been small and there was less sophistication in the industrial art, hence there was no significant demand for modern technology. But today, when one looks at the basic tasks. In an office, whether it be writing, calculating, filling, sorting or analysis, it is found that office machines can be used to do the job better and faster which leads to great achievements and professionalism in the field. There has never been greater need for efficiency in business than there is today. All kinds of businesses. Must employ modern methods in their offices. The raw material of an office is information, and the responsibility of an office is like that of a clearing house, receiving and sending out information, processing storing facts in various forms. Therefore, the ever increasing size of business organizations has increased the development of new techniques in office management. Unlike in the past, where the secretary made use of old model manual typewriter that does not enhance efficient. Since the secretary is a medium through which the organization actions and policies are conveyed to the public. In readable and disenable form, it is wise that she is exposed to office machines and understand their proper

usage  so  that  she  can  efficiently  carryout  the  routine  job  of  the  office.  By  so  doing  the organization concern can benefit highly form the services of the secretary.

The secretary is part of the management team since she is completely involved in the affairs of the office and in making and implementation of business plans. She deals with letter drafting and typing, filing processing and storing of information as well as disseminating information. With the office automation such as electronic typewriter Word process, computer, telephone, fax machine, internet, e-mail, photocopier and calculating machines at her disposal, her job is sure to progress swiftly and a boost to attaining productivity in the organization where she works.

1.2 Statement of problem

Even though modern technology is regarded as important and of high value in ensuring quality work output in an office, as well as bringing about productivity. It is equally believed that these machines can cause job displacement. This is the fear that many employees suffer from when

new machines are being purchased for use by their organization. The machines are cost effective. Some organizations do not really apply the use of some of the modern machines and this lead to poor performance, this is because they seem not to attach great importance to these machines and most secretaries are ignorant of their uses. Therefore if nothing is done probably the organization mighty loose market opportunities; however, this prompted the researcher to carry out research on the contribution of modern technology in advancement of secretarial profession, Kyambogo University.

1.3 General objective

The purpose of this study was to establish the contribution of modern technology in advancement of secretarial profession in tertiary institutions.

1.4 Specific objectives of the study

The study intended to achieve the following:

1. To examine the concept of modern technology and its rate of applicability in tertiary institutions.
2. To  examine  the  concept  of  training  and  development  of  a  secretary  in  secretarial profession in tertiary institutions.

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

1.5 Research questions

1. What is the concept of modern technology, as applied in tertiary institutions?

1. What is the concept of training and development of a secretary in secretarial profession in tertiary institutions?
2. What is the relationship between modern technology and secretarial profession in tertiary institutions?

1.6 Scope of the study.

This included; content scope, geographical scope and the time scope.

1.6.1 Content scope

The  research  focused  on  the  contribution  of  modern  technologies  in  the  advancement  of secretarial profession.

1.6.2 Geographical scope

The research was carried out in Kyambogo University because it was a good representation of institutions of higher learning. It is located 6kms off Kampala -Jinja road in Banda Kampala-Uganda.

1.6.3 Time scope

The research covered a period of three years and above and giving justification.

1.7 The significance of the study

1. Institutions that are privileged to have access  to modern technologies will be at  an advantage in that, they will be better placed to know the different roles which secretaries can play and their ability to operate complex and automated machine.
2. This research work will also be useful in institutions of higher learning that offers secretarial studies.

iii.     Some institutions are  not  aware  of  these  modern office  technologies.   This  type  of institution will benefit from this research, because, after getting through this work, they would be well exposed about the various equipment that they could use to carry out their duties effectively.

1. iv. This research work will be a valuable asset to government policy makers on privatization and contributing to the successful up-lifting of secretarial profession in modern technology.

1.8 Limitations of the study

1. The  researcher  faced  a  problem  of  insufficiency  of  funds  to  facilitate  transport.

Stationary, typing and printing of the information as this will compromise the scheduled time flame of the study.

1. Some of the respondent’s unwilling to give correct information about the study, thinking

that the study might be for other intentions as compared to the researcher’s submissions.

iii.     Inadequate time flame for obtaining detailed information was also one of the problems faced by the researcher.

1. The  researcher  also  faced  the  problem  of  getting  wrong  information  from  the respondents; this came as a result of fear and lack of confidentiality as seen from the above.
2. In the course of carrying out this work, certain factors such as time, enough capital, and inadequate text books interrupted the researcher as a result of other academic activities going on.

1.9 Conceptual framework

The  model  below  explains  the  relationship  between  modern  technology  and  secretarial profession in tertiary institutions.

Dependent variable: Secretarial profession

Independent variable: Modern technology

Intervening variables: Economic factors, Political factors, and Government policy

Modern technology

.

Intervening variables

1.10 Definition of terms

In the course of this research, the following terms are frequently used and will be defined here, so as to help the reader to better appreciate and understand the relevance of this research work.

Secretary: An executive assistant who possesses a mastery of skills, who demonstrates the ability to assume responsibility without direct supervision; who exercise initiative and judgment and who makes decisions within the scope of assigned authority.

Training:  It  is  the  systematic process of  altering the  behavior of  an  employee to  increase organizational goals.

Development: This deals with the activities undertaken to  expose an employee to  perform additional duties and assume position of importance in the organizational hierarchy.

Technological advancement: This is a complex modern labor and cost cutting equipment that are now increasingly utilized in organizations.

Word processor: It refers to the process by which an idea is translated into written communication. It also records typed words, diagrams etc and displays them on screen, where they can be corrected or changed and then automatically printed.

Data: Its means facts or information

Typewriter: It’s a keyed writing machine

Computer: An electronic device used for storing and analyzing information fed into it, its also used for calculating.