MICROSOFT WORD SKILLS NEEDED BY NATIONAL DIPLOMA GRADUATES FOR PROPER OFFICE MAINTENANCE IN THE 21ST CENTURY
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MICROSOFT WORD SKILLS NEEDED BY NATIONAL DIPLOMA
GRADUATES FOR PROPER OFFICE MAINTENANCE IN THE 21ST CENTURY
CHAPTER ONE
INTRODUCTION
Background of the Study
In Nigeria work setting, most adults are mainly from the private and
public organizations while the remaining are in self employment. The private
organizations range from the very small scale/one man business to the
multinational companies whose ultimate goal is to make profit, provide
employment and contribute to social economic development of the nation. Some
public
organizations
still fall into this category, while majority are established to render some
categories of services to the society.
For example, a public academic institution is not a profit driven
organization but has a goal to ensure that the service of producing graduates
is efficiently done with minimal waste.
Therefore, organisations’ production, service and profit depend largely
on the workers’ performance and productivity because no investor would invest
in an organization/company where work culture is poor (Abiola 1992).
Organisations, therefore, combine effectiveness and efficiency of its employees
to achieve its goals of profit making, growth and survival amongst competitors
in a dynamic business environment. To the employer, effectiveness means
producing the desired result and efficiency means producing the result with
minimum efforts, expense and waste. The customers waiting chairs in our banks
have disappeared with a drive towards efficiency of ensuring that no customer
is unnecessarily delayed in the banks. Employers frown at such work habits that
will impede the effectiveness and efficiency of its services to the extent that
they can fire, stagnate, and demote such erring employees.
An office is a place where the
administrative functions of an organization are carried out. The word administrative is derived from the
word administer. To administer means to
oversee, to manage, to control, to supervise in order to ensure that the goals
of the office are achieved. The office
also renders clerical, executive and all other office functions for which the
office was set up. Primarily, the
functions of an office entail receiving information, processing information,
giving information, recording information, and safe-guarding the asset of the
organization.
Office activities may vary like the works department office, the
Bursar’s office, the personnel office
but the functions are closely related, that they at one time or the
other receive information, process the information, record the information, and
give out information when required and above all to protect the asset of the
organization. A road construction
company that spend so much of its time on road sites constructing road
projects, still set aside a place where the activities of the company are
coordinated. Therefore, working in the office requires some basic skills.
Skill means the ability to do something
well. It is also referred to as a type
of ability or a particular ability to do something. Office work skills can, therefore, be
referred to mean those abilities required for carrying out the office functions
very well. These office work skills are
as varied as the office activities vary too. The various activities in an
organization are grouped together or clustered and assigned specific job
description like Sales unit, Purchases unit, Technical unit, Medical unit,
Transport unit etc. Each of these units is involved in the functions of an
office. Therefore, the office work
skills are as varied as the office activities vary too. These office activities form the training of
business education programme. Business
education is an academic programme obtainable in higher institutions of
learning including colleges of education.
Osuala (1981) defined business education as a programme of instruction
which consists of two parts – office education; a vocational education
programme for office careers and general business education, a programme which
provides students with information and competencies needed by all managing,
personal business affairs, and using the services of the business world. One of
the objectives of the NCE business education is to equip students with the
right skills that will enable them to engage in a life of work in the office as
well as for self employment. The
business education programme involves three broad areas of office education,
accounting education and marketing education.
Office education which is a
specialized phase of business education prepares students to enter teaching and
office occupations as capable and intelligent member of the labour force. On graduation the NCE Office Education
graduate is capable of being self employed, take up a teaching job; teaching
business subjects or taking up office jobs which form the main focus of this
research work. Office education work
skills form part of the total office work skills required for the day to day
administrative activities of an office in terms of document creation, copying,
editing, recording, transmitting etc. Specifically the office work skills
involve the type of work done in the office and it includes receiving and
dispatching mails, receiving and making calls, receiving visitors, holding
meetings, typing of documents, copying of documents, duplicating, filing,
storing, retrieving receiving cash and issuing receipt, paying cash, bank
lodgement, making travel arrangement, bookkeeping etc. Secretarial and clerical workers are in high
demand in both developed and developing economies (Garrison 1997). There is
hardly any aspect of political, social, economic, and even cultural life
activity that does not require the functions of an office. These offices are manned by clerical and
secretarial employees (office education graduates) who receive, record and
process information required for carrying on the business of such
organization. Office skills
comprehensively used to cover a variety of routine and non routine activities
in an office.
The growth in technology in business has
changed the manpower needs of many businesses as well as the functions in the
offices. Many office functions are
automated and this leaves the clerical and secretarial employees with
non-technical skills to deal with.
Therefore, the office employees must be versatile with multitechnical
and people-related (psycho-social) skills in order to be relevant in today’s
business and the future.
Modern office jobs now require complex
and greater skills and knowledge thereby making it imperative for curriculum
specialist and vocational education programme developers to adjust their
training programmes to meet the challenges of a changing work environment
(Aghenta 1982, and Castaldi 1992). Furthermore, the advancement in technology
has revolutionalised office functions and obsolescence occurs so quickly
affecting occupational structure and specific jobs skills and knowledge. With the office becoming so revolutionized as
a result of the advances in information technology where an average executive
officer can play with the keyboard, and with the speculation that the advances
in information technology will make redundant certain office workers, one
wonder if clerical and secretarial employees are still needed in the modern
office.
Statement of the Problem
One of
the objectives of the National Commission for Colleges of
Education
(NCCE) business education programme is to equip graduates with the right skills
that will enable them to engage in a life of work in the office as well as for
self employment. The work place is such
a dynamic environment that is changing with time. The office skills are also not left out of
the changes. Often times there are new orders of doing things. Today most registration exercises in our
higher institutions are done online.
Sooner or later lectures and examinations will be taken online.
Some years ago the need for modern
office machines and equipment did not arise.
This is because office functions could be performed using manual
typewriters, electric typewriters, manually operated photocopying, duplicating
machines and other office equipment operated manually to carry out the office
functions. These manual office machines and
equipment make the office work then a little easier but where characterized
with monotonous operation, time consuming, work output dirty, illegible and
corrections on such work often difficult and sometimes involves re-typing.
But now, today’s office functions
and activities have risen beyond the manual processing of office
functions. It is assumed that those
office employees trained with manual/crude office machine and equipment does
not properly fit into the modern offices/establishment. The NCCE makes a minimum standard
requirement
for the equipment and facilities to be provided for the training of the
students for example an average of 5 students to one computer, one student to a
typewriter, a model office lab with modern office equipment/facilities for a
proper understanding of the office situation so as to produce graduates who are
up to date and useful to both employers and the society at large. Furthermore, the curriculum content
especially emerging technologies of training institutions is yet to match with
today’s developments as it takes some period of time for the review of the
curriculum. As new businesses and job
opportunities are generated every day, there comes the need to identify the
skills needed by the office education graduates to match with the new
challenges in the modern office so as to be employable on graduation.
Purpose of the study
The purpose of the study is to
identify the office work skills required of NCE Office Education graduates as
perceived by employers in selected
organisations in Delta States. Specifically, the study will seek to:
1
identify the word processing office works
skills perceived as required by employers of NCE office education graduates in
a modern office.
2
identify the office works communication
skills perceived as required by employers of NCE office education graduates in
a modern office.
3
identify the interpersonal/human relation
office work skills perceived as required by employers of NCE office education
graduates in a modern
office.
4
identify the management/supervisory office
works skills perceived as required by employers of NCE office education
graduates in a modern
office.
5. Identify the
Bookkeeping/Accounting office work skills perceived as required by employers of
NCE office education graduates in a modern
office.
Significance of the Study
It has been said that change is a constant and worldwide phenomena. This change stems from globalization,
information revolution, changing customer’s preferences and tastes, rapid
product obsolescence, changing labour force, technological transformation in products
and production. These changes take
place in every country, culture and organization. The corporate bodies continuously react to
the speed of change. The office which
coordinates the activities of the organization is directly affected by the
various levels of changes, that the office activities require intelligent,
creative, hard-working and skill oriented employees.
This study on the office work skills
needed by office education graduates in a modern office will be significant as
it will reveal the office skills perceived as required by employers of labour
for a successful transition from school to the world of work. Furthermore, curriculum planners and the
National Commission for Colleges of Education (NCCE) will through the findings
review the curriculum (minimum standard) to include current issues as they
relates to office education training especially in the provision of modern
office equipment for the training of the
students. Added to these, may be the
need to recommend re-training of office employees on modern technology application
and usage.
Research Questions
1.
What are the word processing office work
skills perceived as required by employers of office education graduates in a
modern office?
2.
What are the communication office work skills
perceived as required by employers of office graduates in a modern office?
3.
What are the management/supervisory office
work skills perceived as required by employers of office graduates in a modern
office?
4.
What are the human/interpersonal office work
skills perceived as required by employers of office education graduates in a
modern office?
5.
What are the Bookkeeping/Accounting office
work skills perceived as required by and employers of NCE office education
graduates in a modern office?
Hypotheses
1.
There will be no significant difference in
the mean responses of employers in private and public organisations on the word
processing office work skills perceived as required.
2.
There will be no significant difference in
the mean responses of employers in private and public organisations on
communication office work skills perceived as required.
3.
There will be no significant difference in
the mean responses of employers in private and public organisations on the
management/supervisory office work skills perceived as required.
4.
There will be no significant difference in
the mean responses of employers in private and public organisations on the
interpersonal/human relation office work skills perceived as required.
5.
There will be no significant difference in
the mean responses of employers in private and public organisations on the
bookkeeping/accounting office work skills perceived as required.
Delimitation of the Study
This
study will be delimited to private and public organisations in Delta
State and the respondents shall be executives/managers of
the organisations.
Definition of Terms
Office education is an aspect of business education programme which
focused on office careers like secretaryship, stenographers, typists, clerks,
accounts officers depending on the level of education. Therefore, for the purpose of this work,
office education graduates shall be used interchangeably with office
secretarial staff, secretary etc. depending on context.
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