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Effects of office environment on secretary’s productivity

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Effects of office environment on secretary’s productivity

ABSTRACT

The paper critically analyses effects of office environment on secretary’s productivity. People are beginning to be conscious of the fact that to be happy and cheerful in one’s work place, some conditions must be present even with little pay. For example, notwithstanding whatever is provided for a secretary for her job, if she is not equipped, all that is provided comes to naught. The major objectives of the paper are: to determine the extent to which the environment factors such as noise, ventilation, lack of enough space in the office and equipment can hinder the performance of secretary in an organization, To find out and ascertain the effect of environment condition to the working secretary in an organization, to encourage the organization to acquire more office automation for effectives efficiency of secretary and to provide organization with mores ideas for a conducive environment for the workers.

Concerning methodology, both secondary and primary sources of data was used for the study. A survey research design coupled with a multi-stage sampling technique was used with a sample size of 10 secretaries’ federal polytechnic Kaura Namoda. Data was analyzed and represented in frequency tables and percentages. Key findings from the study showed that the responses said noise of the machines and colleagues distract the attentions of the secretaries in the offices. Most secretaries said that they do not have enough toilet facilities, good first aid box and likewise their offices were not being clean regularly.

Recommendations for the study include; enough toilet facilities should be constructed so as to assist the workers if they want to ease themselves from entering into bushes, which can cause serious problems to the workers’ health.

 

 

TABLE OF CONTENTS

Title Page –        –        –        –        –        –        –        –        –        i

Approval Page   –        –        –        –        –        –        –        –        ii

Declaration        –        –        –        –        –        –        –        –        iii

Dedication          –        –        –        –        –        –        –        –        –        iv

Acknowledgement      –        –        –        –        –        –        –        v

Abstract    –        –        –        –        –        –        –        –        –        vi

Table of Contents       –        –        –        –        –        –        –        vii

 

CHAPTER ONE – INTRODUCTION

1.1    Background of the Study    –        –        –        –        –

1.2    Statement of General Problem   –        –        –        –

1.3    Objective of the Study         –        –        –        –        –        –

1.4    Research Questions   –        –        –        –        –        –

1.5   Limitations        –        –        –        –        –        –        –

1.6   Delimitation      –        –        –        –        –        –        –

1.7   Significance of the study  –        –        –        –        –

1.8   Historical background of the case study  –        –

1.9   Definition of terms   –        –        –        –        –        –

CHAPTER TWO – REVIEW OF RELATED LITERATURE

2.1    Introduction       –        –        –        –        –        –        –        –

2.2   WHAT IS ENVIRONMENT –        –        –        –        –        –

2.3   WHO IS A SECRETARY    –        –        –        –        –        –

2.4   ENVIRONMENTAL FACTORS   –        –        –        –        –

2.5 EMPIRICAL REVIEW  –        –        –        –        –        –        –

CHAPTER THREE – RESEARCH METHODOLOGY

3.1    Introduction       –        –        –        –        –        –        –        –

3.2   POPULATION-   –        –        –        –        –        –        –        –

3.3   SAMPLE SIZE- –        –        –        –        –        –        –        –

3.4   DATA COLLECTION INSTRUMENT- –        –        –        –

3.5   METHOD OF DATA ANALYSIS-          –        –        –        –        –        –

CHAPTER FOUR – DATA PRESENTATION AND ANALYSIS

4.0    Introduction       –        –        –        –        –        –        –        –        –

4.1    Data Presentation and Analysis –        –        –        –        –        –

4.2    Characteristics of the Respondents     –        –        –        –        –

4.3    Data Analysis    –        –        –        –        –        –        –        –        –

4.4    Testing Hypothesis    –        –        –        –        –        –        –        –

4.5    Summary of Findings          –        –        –        –        –        –        –        –

4.6    Discussion of Findings        –        –        –        –        –        –        –

CHAPTER FIVE – SUMMARY, CONCLUSION AND RECOMMENDATION

5.0    Introduction       –        –        –        –        –        –        –        –        –

5.1    Summary  –        –        –        –        –        –        –        –        –        –

5.2    Conclusion         –        –        –        –        –        –        –        –        –        –

5.3    Recommendations      –        –        –        –        –        –        –        –

References –       –        –        –        –        –        –        –        –        –

Appendix  –        –        –        –        –        –        –        –        –        –

 

CHAPTER ONE

INTRODUCTION

1.1   GENERAL PERSPECTIVE

According to Oxford Advance Learners Dictionary, “environment is defined as the natural conditions in which people, animals and plants lives”.  Environment can also be defined as “all the surrounding things, conditions, and influences affecting the growth or development of living things”.  It is the act or fact of surrounding in other words, environment means the surrounding in which living things live.  Therefore, environment for the purpose of this research refers to the office environment.  This type of environment gives secretaries good working relationship and enhance high productivity.

The secretary’s environment can be divided into two:

  1. Immediate environment
  2. Remote environment
  • Immediate environment: refers to the secretary’s very office and other offices, of the same organization
  • The Remote environment: means the outside environment of the secretary’s office or building that has a negative effect such as, ventilation, noise, temperature, overcrowding, cleanliness, lighting, attitude of office colleagues etc.  It is therefore, a prime importance for employers to make environment as conducive as possible for the secretary’s higher productivity which is ultimate goal of any employer.  Creating selection, arrangement, and use of sample physical surrounding chairs, tables, storage, lighting, decorating and other physical element that comprises your personal office are mans of enhancing competences as well as the image of an organization.

An improved office environment will result in a reduction in a number of complaints and absenteeism and will bring an increase in productivity, Roelofson (2002).

Secretary  makes critical difference between success and failure. The effectiveness with which organizations manage, 15 develop, motivate and engage the willing contribution of the secretary  will enable them to capitalize on their expertise most efficiently. There is a link between people management and business performance. According to Roelofson one of the fundamental human requirements is office environment that allows people to perform their work optimally under comfortable condition. People are beginning to be conscious of the fact that to be happy and cheerful in one’s work place, some conditions must be present even with little pay. For example, notwithstanding whatever is provided for a seamstress for her job, if there is no machine, all that is provided comes to naught. Again, when a librarian is provided for a noisy environment, he will not carry out his work effectively because the environment suitable for effective library function is quietness and orderliness. Similarly, an Accountant who deals with figures will be annoyed if he is sharing a calculator with four staff members. Also, the secretary is looked upon as human machine, trained with the responsibility of taking note of what others may regard as minor and making suggestions based on records available. To effectively carry out these and other functions, the secretary needs a ‘high-tech’ office where some electronic machines will complement his/her human ability. In an employment situation, the secretary  promises to live up to expectation. The employer expects nothing less. But the point is: has the employer provided a office environment that will facilitate the effective discharge of the secretary ’ assigned duties? Most employers keep complaining of poor returns from secretary  without taking out time to find out why the new employer has not performed beyond what the former one was able to do. If an organization provides its secretary  with better work and most conducive office environment they can perform exceptionally well, and companies can capitalize on their enhanced productivity in the shape of cost reduction, which will ultimately contribute awards rich profits. The relationship between secretary  attitudes and company performance, as suggested by Patterson et’ al., (1997), is highly correlated. They suggested that managers of organizations who are eager to promote productivity and Profitability should pay close attention to the attitudes of their secretary  in order to make them more positive.

In the light of above this research will focuses on the effects of environment on secretary’s productivity, it will look at some of the areas like poor ventilation, lighting, cleanliness, internal noise, heating all these are factors that can affect the productivity of working secretary in an office environment.

 

1.2   STATEMENT OF PROBLEMS

People are beginning to be conscious of the fact that to be happy and cheerful in one’s work place, some conditions must be present even with little pay. For example, notwithstanding whatever is provided for a secretary for her job, if she is not equipped, all that is provided comes to naught. Taking it to a librarian is provided for a noisy environment, he will not carry out his work effectively because the environment suitable for effective library function is quietness and orderliness. Similarly, an Accountant who deals with figures will be annoyed if he is sharing a calculator with four staff members. Also, the secretary is looked upon as human machine, trained with the responsibility of taking note of what others may regard as minor and making suggestions based on records available. To effectively carry out these and other functions, the secretary needs a ‘hightech’ office where some electronic machines will complement his/her human ability. In an employment situation, the secretary  promises to live up to expectation. The employer expects nothing less. But the point is: has the employer provided a office environment that will facilitate the effective discharge of the secretary ’ assigned duties? Most employers keep complaining of poor returns from secretary  without taking out time to find out why the new employer has not performed beyond what the former one was able to do. If an organization provides its secretary  with better work and most conducive office environment they can perform exceptionally well, and companies can capitalize on their enhanced productivity in the shape of cost reduction, which will ultimately contribute awards rich profits. The relationship between secretary  attitudes and company performance, as suggested by Patterson et’ al., (1997), is highly correlated.