THE ROLE OF EFFECTIVE COMMUNICATION IN THE PERFORMANCE AND PRODUCTIVITY OF A SECRETARY (A CASE STUDY OF ENUGU STATE MINISTRY OF FINANCE)

ABSTRCAT

            This research project was carried out in order to discover the contribution and role of effective communication in the performance and productivity of a secretary.

            The researcher hopes that the result of this study will tremendously help employers of labor (especially those who employ secretary), practicing secretaries and secretaries on training to accord effective communication a priority in their training.

            A study was carried out in the ministry of finance Enugu, Enugu state. Questionnaires were carried out for the purpose of data collection. Further more, there was a review of related literature on the topic under discussion especially on communication.

            Finally, the findings were summarized recommendations made and then the conclusion of all the work carried out in this project.

TABLE OF CONTENT

Title page

Approval page

Dedication

Acknowledgement

Abstract

Table of content

CHAPTER ONE

INTRODUCTION

1.1          Background of the study

1.2          Statement of the problems

1.3          Purpose of the study

1.4          Delimitation of the study

1.5          Significance of the study

1.6          Hypothesis

1.7          Research questions

1.8          Definition of terms

CHAPTER TOW

2.0          REVIEW OF RELATED LITERATURE

2.1        Definition of communication

2.2          Definition of effective communication

2.3          Definition of a secretary

2.4          The role of effective communication

2.5          Types of communication

2.6          Forms of communication.

2.7          Barriers to effective communication

2.8          Ways of minimizing the barriers to effective communication

2.9          Summary of related literature

CHAPTER THREE

3.0        RESEARCH METHODOLOGY

3.1          Population of the study

3.2          Sample size

3.3          Instrument for data collection

3.3.1       Primary data

3.3.2       Secondary data

3.4          Validity of the instrument

3.5          Method of administration of the instrument

CHAPTER FOUR

DATA PRESENTATION AND ANALYSIS

CHAPTER FIVE

5.0        SUMMARY OF FINDINGS, RECOMMENDATION AND CONCLUSION

5.1          Findings

5.2          Recommendations

5.3          Conclusion

5.4          Limitation of the study

5.5          Suggestion for further research

Reference

Appendix 1

Appendix 2

CHAPTER ONE

INTRODUCTION

1.1        BACKGROUND OF THE STUDY

            No business organization, be it public sector or private sector can stand without effective communication, likewise no organization can function effectively without secretary. The secretary as well as communication is the life wire of every organization in every business organization communication helps both the employer and employees to understand themselves. Communication provides means by which power is required, exercised, shared and sustained. It is also a medium by which relationships are established, extended and maintained. It is also a means by which people in an organization act, interact, exchange information, ideas, develop, plan proposals and execute them.

            In every organization, secretaries are the like between the communication and entire organization. Communication is an asset in human organization which the secretary use as lubricant to keep the intricate machinery of business organization going.

            The success or failure of every business organization depends on how the secretaries harness their potentials in enhancing effective communication either positively or negatively.

            To a very great extent, the performance and productivity of a secretary depends largely on so many factors.

            The factors among others include

1. Level of training
2. Ability to handle modern office equipment
3. Working and environmental condition
4. Motivation
5. Experience and interest
6. Marital status

Evidently, the role of effective communication was not included in the above list of prove, it is often neglected. However, this study is poised to reveal the significance and role of effective communication on the work of a secretary.

            In fact, it can be regarded as a wheel on which the performance and productivity of the secretary rotates. It is a SINE QUA NON to efficiency. The researcher will therefore write and emphasize effective communicator as an important factor in the performance and productivity of secretary.

1.2        STATEMENT OF THE PROBLEM

            Lack of effective communication is very critical problem in the performance and productivity of a secretary. To say the least, effective communication is not the only factor for increased productivity, but when neglected, it will spell out divesting consequences on both performance and productivity.

            Therefore, the researcher will endeavor to give a detailed view on the role of effective communication in the performance and productivity of a secretary. But then there are some probing questions about communications and the secretary need to be asked in this study.

            Firstly, did secretary necessarily need a communication experts for her to perform? Is this knowledge and proficiency in typewriting and shorthand not enough to ensure efficient performance? Why is effective communication necessary for his/her good performance? The researcher will undoubtedly do justice to these vital questions as she tries to determine the role of effective communication in the performance and productivity of a secretary.

1.3        PURPOSE OF THE STUDY

            This study is aimed at finding out the role of effective communication in he performance and productivity of a secretary.

            The purpose therefore are as follows:

1. To find out the effects of effective communication in the performance and productivity of a secretary.
2. To highlight factors that aids effective communications.
3. To identify the problems that may hinder effective communication.
4. To identify how effective communication can aid performance and productivity in secretarial duties.
5. To know if organization do give adequate attention to effective communication.
6. To know the importance of effective communication unction
7. To highlight the problems associated with ineffective communication, its relates to secretary performance and productivity.

1.4        DELIMITATION OF THE STUDY

            The study is delimited to find out the role of effective communication in the performance and productivity of a secretary in Enugu state Ministry of Finance.

1.5        SIGNIFIOCANCE OF THE STUDY

1.     Benefits of effective communication cannot be over emphasized, this is because it help to increase performance and productivity

2. It has been found out that the success or failure of any establishment depends much on information. In as much as the importance of effective communication is effective tool for any organization, there are other factors that will contribute for productivity of any organization.
3. To enhance productivity of any organization good working environment, motivation, qualitative human and material resources should be found in organization.
4. Effective communication helps the secretary to follow laid down procedure and embrace new development and challenges.

1.6        HYPOTHESIS

Ho: There is no significant relationship between effective communication and the achievement of organizational objectives

 Hi: There is significant relationship between effective communication and the achievement of organizational objectives

 Ho: Poor or distorted communication does not hinder organizational efficiency.

Hi: Poor communication does not hinder organizational efficiency.

1.6        RESEARCH QUESTIONS

1. What are the effects or impacts of effective communication in the performance and productivity of a secretary?
2. Is effective communication an island, if not what are other factors that are required to increase performance and productivity.
3. What are problems or factors that hinders effective communication?
4. Can effective communication increase performance and productivity?
5. Does organization give adequate attention to effective communication
6. Is effective communication important to a secretary’s performance and productivity
7. What are the problems associated with ineffective communication.

1.7        DEFINITION OF TERMS

1.     COMMUNICATION: Nick et al defines communication as an act of conveying information, idea, thought and instructions to another party through oral, visual or written form.

2. EFFECTIVE COMMUNICATION: This is the transmission of message or information from one person to the other using agreed transmitted being understood and consequently a feedback or a response will be initiated.
3. SECRETARY: An executive assistant who possesses a mastery of office skills, who demonstrate the ability to assume responsibility without direct supervision, who exercise initiative and judgment and who makes decision within the scope of assigned authority.
4. PERFORMANCE: The action of performing
5. PRODUCTIVITY: The efficiency with which things are produced.

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