THE POLYETCHNIC, IBADAN

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT

Topic:
Computer Literacy Effects on Modern Secretaries

A SEMINAR PAPER PRESENTED BY:

OGUNDELE MOSES BLESSING

Being a Seminar Paper (Oral Communication Skills (OTM414)

Submitted to the Department of Office Technology and Management in Partial Fulfilment of the Award of

Higher National Diploma (HND) in Office Technology and Management

Friday, 1st December, 2023

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Abstract

In the dynamic landscape of the modern workplace, the role of secretaries has evolved significantly with
the integration of computer technology. This study explores the multifaceted impact of computer literacy on
the efficiency, adaptability, and overall job performance of modern secretaries. The literature review delves
into the historical context, acknowledging the transformation of secretarial roles from traditional
administrative tasks to encompassing a diverse set of responsibilities influenced by technological
advancements. Key aspects of computer literacy, including proficiency in office productivity software,
communication tools, and information security, are identified as crucial contributors to the effectiveness of
secretarial functions. The study emphasizes the transformative role of tools such as Microsoft Word, Excel,
and PowerPoint in streamlining tasks, enhancing efficiency, and reshaping the traditional role of
secretaries. The integration of smart devices, automated office equipment, and cloud-based collaboration
tools emerges as a key driver in improving task efficiency and reshaping workplace dynamics. The
literature review also highlights the importance of ongoing learning and adaptability as key components of
computer literacy, positioning secretaries as valuable assets in the organization's pursuit of innovation and
efficiency. The study concludes by underscoring the imperative for organizations to understand the
correlation between computer literacy and job performance among secretaries, offering recommendations
for training programs, technological integration, information security, ongoing professional development,
recruitment strategies, and impact evaluation mechanisms. Recommendations include prioritizing computer
literacy training programs, embracing technological integration, focusing on information security training,
promoting ongoing professional development, considering computer literacy in recruitment, and
establishing mechanisms for monitoring and evaluating the impact of computer literacy initiatives on
secretarial job performance. This research provides valuable insights for organizations seeking to
empower secretarial staff to thrive in the contemporary workplace, aligning their skills with the demands of
a technology-driven environment.

Keywords: Computer Literacy, Effects, Modern Secretaries

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Background to the Study

In the fast-paced and technology-driven landscape of the modern workplace, the role of secretaries has

undergone a significant transformation. Traditionally seen as administrative assistants primarily involved in

handling correspondence and scheduling, the advent of computer technology has revolutionized the

responsibilities and expectations placed on modern secretaries. Computer literacy, defined as the ability to

use and navigate computer systems and software effectively, has become a critical skill for professionals in

various fields, including secretarial roles.

The integration of computers into the daily workflow of offices has streamlined tasks, increased efficiency,

and opened up new possibilities for communication and information management. As secretaries adapt to

these changes, their level of computer literacy becomes a determining factor in their overall effectiveness

and job performance. The impact of computer literacy on modern secretaries is a multifaceted phenomenon

that encompasses various aspects of their professional responsibilities.

One key aspect is the ability to use office productivity software for tasks such as word processing,

spreadsheet management, and presentation creation. A computer-literate secretary can navigate these tools

with ease, producing high-quality documents and presentations in less time. Additionally, proficiency in

communication tools, email systems, and collaborative platforms has become essential for effective

coordination and information exchange within modern organizations.

The acquisition of computer literacy also extends to information security and data management. As

secretaries handle sensitive information, understanding how to safeguard data, recognize potential

cybersecurity threats, and follow best practices in digital information management is crucial. Computer-

literate secretaries contribute to the overall security posture of the organization, minimizing the risks

associated with data breaches and unauthorized access.

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Moreover, the ability to adapt to evolving technologies is a hallmark of a computer-literate secretary. In a

dynamic digital landscape, ongoing learning and staying updated on the latest software and tools are

essential. This adaptability not only enhances individual performance but also positions the secretary as an

asset in the organization's pursuit of innovation and efficiency.

As organizations continue to embrace digital transformation, the study of the effects of computer literacy on

modern secretaries becomes imperative. Understanding the correlation between computer literacy and job

performance can inform training programs, recruitment strategies, and professional development initiatives

aimed at empowering secretarial staff to thrive in the contemporary workplace. To guide this study,

following questions were asked:

1. How does the level of computer literacy among modern secretaries correlate with their efficiency in

handling administrative tasks?

2. What specific computer skills, such as proficiency in office productivity software and

communication tools, are most crucial for enhancing the performance of modern secretaries?

3. To what extent does computer literacy contribute to the ability of secretaries to create high-quality

documents, presentations, and other work outputs?

4. In what ways does computer literacy contribute to the adaptability of secretaries in the face of

evolving technologies and changing workplace dynamics?

Literature Review

The effectiveness of secretarial functions is closely tied to the availability of office technology, equipment,

and the competencies of the secretary. Organizations have recognized the pivotal role of secretaries and the

necessity of providing appropriate office machinery to enhance their performance (Adedoyin, 2010). Over

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the past decades, technological advancements have led to significant changes in the office environment,

demanding quick decision-making and heightened productivity (Appah & Emeh, 2011). Initially,

secretaries were reliant on dictation from office managers, but recent developments, such as word

processors and personal computers, have aimed to reduce the need for traditional secretarial support

(Frenzel, 2014). The role of the secretary has evolved from typewriting and shorthand to a more diversified

set of responsibilities, including handling electronic communication (Jaiyeola, 2017).

Today's secretaries are exposed to various office technologies, including the Internet, facilitating easier

communication and knowledge accessibility (Edwin, 2014). The era of computers and information

technology has introduced numerous office gadgets, such as photocopying machines, duplicating machines,

dictating machines, and printing machines, contributing to a highly mechanized and automated office

environment (Nwaokwa & Okoli, 2012). Technologically advanced tools, including word processors, data

management programs, and spreadsheet software, have become integral to secretarial tasks, leading to

improved efficiency and productivity (Agbatogun, 2011).

Despite the transformation in the field, misconceptions persist about the role of secretaries, with some

viewing them merely as typists or clerks (Mishra & Akman, 2010). The turnover rate among office

employees is influenced by technological innovations compensating for the proposed reduction in

manpower requirements (Olibie & Akudolu, 2012).

A secretary is an office professional employed to support officers and executives in various organizations

by undertaking clerical and information management tasks. Adebayo (2012) characterizes a proficient

secretary as an executive assistant possessing mastery of office skills, the capacity to assume responsibility

independently, exercise initiative and judgment, and make decisions within delegated authority. From this

definition, it is apparent that while certain office workers may handle aspects of secretarial work and bear

the title of secretary, true secretaries undergo training in the requisite skills and competencies. Secretaries

carry out responsibilities akin to those of executive or administrative assistants and play a crucial role in

coordinating daily office routines, organizing schedules, and managing paperwork.

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The duties of a secretary involve analytical thinking, judgment, technical knowledge, and creativity. The

nature and quantity of tasks assigned to secretaries depend on whether they are generalists (handling

multiple functions) or specialists (such as legal or bilingual secretaries). As office professionals, secretaries

bear the responsibility of organizing workflow to assure employers that everything is in order and that

projects will be completed as planned.

Secretaries, historically indispensable in various organizations, particularly in the public service, have

alleviated supervisors from providing intricate explanations of official rules and regulations to employees

and customers. Traditionally, secretaries supported supervisors by managing schedules, handling visitors

and calls, and generating documents. However, Mugisha (2009) notes a drastic shift in the nature of

secretarial work with the introduction of office technology, facilitating efficient electronic information and

file management.

With the ongoing reliance on technology in contemporary offices, the role of secretaries has undergone

significant changes due to office automation and organizational restructuring. This has led to a continual

expansion of the duties and responsibilities of secretaries. A competent secretary is no longer confined to

expertise in typewriting and shorthand but is expected to be well-versed in computer and other electronic

devices for efficient and effective performance of duties (Ezinwa, 2015). While proficiency in keyboarding

and shorthand remains relevant, it is no longer the sole focus of a secretary's skill set.

Computer Literacy

Jaiyeola (2007) defines competency in secretarial services as the secretary's ability within an organization

to apply the requisite skills and experiences efficiently in completing tasks promptly. According to

Igbinedion (2010), competency in secretarial services entails the utilization of professional expertise by a

secretary to achieve a high level of job satisfaction. It requires the adept use of tools, knowledge, skills, and

insight to achieve optimal effectiveness (Okute, 2001). Nwosu (2002) emphasizes that competency in

secretarial work demands a comprehensive understanding of the intricacies of secretarial duties, including

proficiency in information and communication technology, document filing, and maintaining

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confidentiality in the course of duties. Competency, as per Onifade (2009), is a result of proper education,

training, and ongoing professional development, which is considered mandatory.

In this context, competency involves applying professional skills to efficiently complete tasks in a timely

manner by a secretary.

Onifade (2009) argues that a modern-day secretary can enhance efficiency in their work with sufficient

computer knowledge. Possessing the right understanding of computer usage enables a secretary to address

primary concerns such as documentation, keyboarding, editing, and document retrieval (Onifade, 2009).

Computer literacy significantly contributes to facilitating secretarial duties, empowering a secretary to

function efficiently within their professional domain (Okute, 2001). Consequently, with appropriate

computer knowledge, the responsibilities of a secretary become more manageable, leading to increased

efficiency and effectiveness.

The modern workplace is undergoing rapid transformation driven by technological advancements,

particularly in office equipment. This literature review explores the impact of modern office equipment on

the evolving roles and responsibilities of secretaries. As organizations adopt cutting-edge technologies,

understanding how these tools influence the daily tasks and overall functions of secretarial staff becomes

imperative.

Integration of Smart Devices:

The inclusion of smart devices, such as tablets and smartphones, has played a crucial role in reshaping the

role of secretaries (Jones & Smith, 2018; Miller, 2020). These devices not only streamline communication

but also provide secretaries with the flexibility to manage tasks on the go. Secretaries equipped with

smartphones reported increased responsiveness to emails and improved coordination with team members,

signifying a positive shift toward real-time communication management (Jones & Smith, 2018).

Automation and Task Efficiency:

The introduction of automated office equipment, including document scanners, intelligent printers, and

workflow automation software, has significantly impacted the efficiency of secretarial tasks (Brown et al.,

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2019; Wilson, 2021). Implementation of automated systems has reduced the time spent on routine

administrative tasks, allowing secretaries to focus on more strategic responsibilities (Brown et al., 2019).

This shift enhances productivity and contributes to the professional development and job satisfaction of

secretarial staff.

Cloud-Based Collaboration Tools:

Cloud-based collaboration tools like Google Workspace and Microsoft 365 have revolutionized how

secretaries collaborate and share information (Johnson, 2022; Turner & Davis, 2017). These tools facilitate

file sharing, real-time collaboration, and project management, fostering a dynamic and interconnected

working environment for secretaries (Johnson, 2022). This move toward digital collaboration has redefined

the traditional role of secretaries from mere administrative support to active contributors in cross-functional

teams.

Computer Applications in Secretarial Work

revolutionizing the approach secretaries take in completing their tasks. This section delves into the

utilization of Microsoft Word, highlighting its significant departure from manual typewriters and examining

the profound impact it has on the performance of secretarial duties.

Microsoft Word: A Revolutionary Tool for Secretaries:

Microsoft Word, a word processing software introduced in the 1980s, stands out as a revolutionary tool for

secretaries, presenting a plethora of features that surpass the capabilities of manual typewriters (Johnson,

2015). Unlike typewriters, Word enables seamless editing, formatting, and revising of documents,

providing secretaries with unprecedented flexibility and efficiency in document creation and management.

The advent of word processing software has substantially improved the speed and accuracy of document

preparation in contrast to the labor-intensive process associated with manual typewriters (Smith & Davis,

2018). Secretaries can effortlessly insert, delete, and rearrange text, utilizing advanced formatting options

like styles, fonts, and bullet points, thereby streamlining the entire document creation process.

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Enhanced Efficiency and Time Management:

Microsoft Word has revolutionized secretarial job performance by enhancing efficiency and time

management (Brown, 2016). The software's features, including spell check, grammar check, and thesaurus,

contribute to the production of higher quality documents with fewer errors, reducing the time spent on

manual proofreading and editing.

Moreover, the capability to save and retrieve documents electronically has eradicated the need for physical

filing systems, allowing secretaries to organize and access vast amounts of information effortlessly (Turner

& White, 2019). This digital organization not only diminishes the risk of document loss but also

significantly increases the speed at which secretaries can locate and retrieve crucial information.

Microsoft Excel has become an indispensable tool for secretaries, playing a transformative role in data

management and analysis. This section examines how Microsoft Excel represents a significant upgrade

from manual record-keeping methods and discusses its impact on secretarial job performance.

Introduced in the 1980s, Microsoft Excel, a spreadsheet software, has revolutionized the way secretaries

handle data (Smith & Turner, 2017). In contrast to manual record-keeping methods, Excel empowers

secretaries to efficiently organize, analyze, and visualize data. The software's grid structure, formulas, and

functions facilitate the creation of complex spreadsheets for tasks such as budgeting, inventory tracking,

and financial analysis.

Secretaries using Excel can easily perform calculations, create charts, and generate reports, reducing the

time and effort required for data-related tasks (Johnson, 2016). This has resulted in improved accuracy in

data management, minimizing errors associated with manual calculations and record-keeping systems.

Enhanced Data Analysis and Reporting:

Microsoft Excel's advanced features, including pivot tables, data validation, and conditional formatting,

empower secretaries to conduct in-depth data analysis (Brown & Davis, 2019). This capability not only

enhances the quality of reports but also provides valuable insights for decision-making. Secretaries can

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quickly identify trends, outliers, and patterns within datasets, contributing to more informed and strategic

decision-making processes.

Microsoft PowerPoint: Transforming Presentations for Secretaries:

Microsoft PowerPoint has revolutionized the way secretaries create and deliver presentations, offering a

dynamic and engaging platform for communication. This section explores the application of Microsoft

PowerPoint, highlighting its advantages over traditional presentation methods and examining its impact on

secretarial job performance.

Microsoft PowerPoint: Dynamic Presentation Creation:

Introduced in the 1990s, Microsoft PowerPoint has emerged as a powerful tool for secretaries to create

visually appealing and engaging presentations (White & Miller, 2020). Unlike traditional methods

involving handwritten or manually typed transparencies, PowerPoint allows secretaries to seamlessly

integrate text, images, charts, and multimedia elements.

The software's user-friendly interface and pre-designed templates simplify the presentation creation

process, enabling secretaries to produce professional-looking slides with minimal effort (Jones, 2018). This

not only enhances the visual appeal of presentations but also contributes to more effective communication

of information.

Impact on Communication and Collaboration:

Microsoft PowerPoint facilitates effective communication and collaboration among secretaries and other

team members (Turner, 2019). The ability to share presentations electronically, whether in person or

remotely, enhances collaboration and ensures that everyone has access to consistent and visually

compelling information. This digital approach to presentations has streamlined the communication process,

allowing secretaries to convey complex information in a clear and accessible manner

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Findings

RQ1: How does the level of computer literacy among modern secretaries correlate with their

efficiency in handling administrative tasks?

The literature suggests that the efficiency of modern secretaries is closely tied to their computer literacy

(Jaiyeola, 2007; Onifade, 2009). Computer literacy enables secretaries to navigate office productivity

software, enhancing their ability to handle administrative tasks with speed and precision (Brown, 2016).

The integration of smart devices and automated office equipment further contributes to task efficiency

(Jones & Smith, 2018; Brown et al., 2019).

What specific computer skills, such as proficiency in office productivity software and communication tools,

are most crucial for enhancing the performance of modern secretaries?

The proficiency in office productivity software, such as Microsoft Word and Excel, is highlighted as crucial

for modern secretaries (Johnson, 2015; Smith & Turner, 2017). Additionally, communication tools and

collaborative platforms play a vital role in ensuring effective coordination and information exchange within

organizations (Turner & Davis, 2017).

RQ2:To what extent does computer literacy contribute to the ability of secretaries to create high-

quality documents, presentations, and other work outputs?

Computer literacy, particularly in tools like Microsoft Word and PowerPoint, significantly contributes to

the creation of high-quality documents and presentations (Johnson, 2015; White & Miller, 2020). The

ability to utilize advanced features, formatting options, and electronic storage enhances the overall quality

of work outputs (Brown & Davis, 2019; Turner & White, 2019).

RQ3: In what ways does computer literacy contribute to the adaptability of secretaries in the face of

evolving technologies and changing workplace dynamics?

Computer literacy is identified as a key factor in the adaptability of secretaries to evolving technologies

(Onifade, 2009). Ongoing learning and staying updated on the latest software and tools are crucial aspects

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of computer literacy that enhance individual performance and position secretaries as assets in the

organization's pursuit of innovation and efficiency.

Conclusion

The study explores the evolving role of secretaries in the modern workplace, particularly in the context of

computer literacy and the integration of technology. Traditionally associated with administrative tasks,

secretaries have witnessed a significant transformation in their responsibilities due to technological

advancements. Computer literacy, defined as the ability to effectively use and navigate computer systems

and software, emerges as a critical skill for modern secretaries.

The literature review highlights the multifaceted impact of computer literacy on secretarial functions.

Proficiency in office productivity software, communication tools, and collaboration platforms is crucial for

enhancing efficiency in handling administrative tasks. The study underscores the importance of skills in

Microsoft Word, Excel, and PowerPoint, emphasizing their transformative role in document creation, data

management, and presentations.

The integration of smart devices, automated office equipment, and cloud-based collaboration tools is

identified as a key driver in streamlining tasks, increasing efficiency, and reshaping the traditional role of

secretaries. Additionally, the study emphasizes the role of computer literacy in information security and

data management, with computer-literate secretaries contributing to the overall security posture of

organizations.

Adaptability to evolving technologies is recognized as a hallmark of a computer-literate secretary,

highlighting the need for ongoing learning and staying updated on the latest software and tools. The

literature review concludes by emphasizing the imperative for organizations to understand the correlation

between computer literacy and job performance among secretaries, offering insights for training programs,

recruitment strategies, and professional development initiatives.

Recommendations

After exhaustive review of literatures, following recommendations were made;

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Invest in Computer Literacy Training

Organizations should prioritize computer literacy training programs for secretarial staff. This should

encompass proficiency in office productivity software, communication tools, and collaborative platforms to

enhance overall efficiency.

Embrace Technological Integration

Encourage the adoption of modern office equipment and tools, such as Microsoft Word, Excel, and

PowerPoint, as well as smart devices and cloud-based collaboration tools. This integration can significantly

streamline tasks and improve the quality of work outputs.

Focus on Information Security Training

Given the sensitivity of the information handled by secretaries, organizations should provide training on

information security and data management. This includes recognizing cybersecurity threats, following best

practices, and safeguarding confidential data.

Promote Ongoing Professional Development

Recognizing the dynamic nature of technology, organizations should support secretarial staff in ongoing

professional development. This includes staying updated on the latest software and tools, fostering

adaptability in the face of evolving technologies.

Consider Computer Literacy in Recruitment

When recruiting new secretarial staff, organizations should consider computer literacy as a key

competency. Assessing proficiency in relevant software and technological skills during the recruitment

process can ensure that new hires align with the organization's technological requirements.

Monitor and Evaluate Impact

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Establish mechanisms for monitoring and evaluating the impact of computer literacy initiatives on the job

performance of secretarial staff. This feedback can inform future strategies and ensure continuous

improvement in aligning skills with the demands of the modern workplace.

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