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Influence Of Communication Equipment On The Efficiency Of The Secretary
[A CASE STUDY OF NBL/AMA GREENFIELD 9TH MILE CORNER ENUGU]
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1.3 ROLES OF A SECRETARY
The role of the secretary plays in an office
is wide and varied depending on the size and type of organization in
which she is working. Technological innovation in the office has
increasingly made the work of the secretary more complex and
sophisticated though a lot easier.
However, there are some of the routine duties a secretary is expected to perform.
ARRANGING FOR MEETING
It is the duty of the secretary to arrange for meetings, take accurate minutes of the meeting and type them out neatly.
DECISION MAKING AND PROBLEMS SOLVING
H.A.
Dauda (1993) The secretary should assist the executive in his decision
making and problem solving role. She does this by filtering calls and
callers which enables the manager to concentrate fully. She also
furnishes her boss with adequate information from files and elsewhere.
The secretary should seek as the ears of her boss when he is away and
inform him accordingly when he is back.
COMMUNICATION AND DISSEMINATION OF INFORMATION
The
secretary joins the manager in his communication processing and
dissemination of information. Modern communication and information
technology can enable people communicate locally and internationally at
the shortest possible time. Local area networks, teleconferences and
caller phones are good facilitators of both near and far distant
communications. The secretary in particular plays a great role in
dissemination of information. He must give adequate and timely
information.
INTERPERSONAL SKILLS.
Every organization is made up
of different kinds of people/business associates, clients, peers and
staffs of the organization. It believes on the secretary to develop a
good public relations skill by which she grapes quickly the mood of
views of all these people and adjust his own responses accordingly such
skills include: being a good listener, making people feel at ease and
being able to interpret the body movement and signals people display.
ORGANIZING THE WORKLAOD
It
is the duty of the secretary to organize the method to run the daily
workload of the organization. He doubles as the manager’s receptionist,
prioritizes the procedure for handling the office mail, operates the
various memory aids for checking work progress or those awaiting
responses, looking appointments and blocking undesirable visitors and
finally maintaining the manager’s diary.
MASTERY OF THE COMMUNICATIONS EQUIPMENT
Mastery
of the communications equipment and the office equipment for use in
doing the job is vital. Also she should be able to know the objectives
of the firm whether it is profit-oriented, service oriented, operates an
expansionist policy or large-scale economics.
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ABSRACT - [ Total Page(s): 1 ]This research work was carried out to examine the influence of communication equipment on the efficiency of the secretary with particular reference to Nigerian Breweries Public limited company NBL/Ama Green Field 9th mile corner Enugu.The theoretical frame work for this study was based on the use of related literature. Both questionnaire, interview, textbooks, dictionary and past project were used in data collection and the researcher made use of all secretaries to the managers of NBL as the pop ... Continue reading---
