ABSTRACT
This study was carried out to assessed time management skills and secretarial professionalism in improving organizational performance. Three research questions and three hypotheses were formulated for the study. Ex-post facto research design was used in the study. Stratified random sampling technique was used to select fifty (50) respondents for the study. An instrument titled “Time Management Skills and Secretarial Professionalism Questionnaire” (TMSSPQ) was used for data collection. Two experts in evaluation and measurement ascertained the validity of the instrument. Data from 50 completed questionnaire forms were used for analysis. The hypotheses were tested with chi-square statistics. The result indicated that target setting, prioritization and scheduling enhances time management skills and secretarial professionalism. Recommendations were made that secretaries should plan ahead, control and organize their work in order of priority and make effective and more efficient use of their time to the achieve the organizational set goals.
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
It is generally known fact that time marches on and almost every time people always say “make the best of each day,” “live everyday as though it’s your last.” But such affirmations alone are not enough. Secretaries should be aware that time is precious. Time management is about making the best of time available productively. In any organization, time is rated very highly. A secretary that do not work with time cannot be productive in the office so a professional secretary must know how to manage his/her time properly, as well as that of the boss to be able to achieve the organizational set goals. Time can be described as the one commodity that is unbiased, available to all in equal amount. We all have the same amount of time that is 24hours per day. Time does not cost us anything monetarily, and is completely at our own disposal. We cannot store it, we cannot spend it in advance, we seem to have enough of it and it is not possible to retrieve it once used. Time wasting on the other hand has been observed as the major cause of secretary’s poor performance on the job. Good secretaries are those who can manage themselves as well as others knowing what they are to do and when to do them. (Heylighen, 2007), if you are managing your time well, you should be engaging in regular flow-inducing activities. Time according to Bennett (2008) is the explicable raw-material of everything. Time can be given different definitions. In a day of 24hours, sometimes we hear some people say that the day is too slow while others say is too fast. Even a year can be said to be long or short. It is a popular saying that time is money, invariably, it is important that time should be properly utilized or well-managed. Organizational skills can be termed as a set of skills that help secretaries achieve higher goals in their profession. These skills help secretaries to plan, implement the procedures, monitor and ultimately achieve set goals. Organizational skills are kind of self-discipline measures that differentiate a professional secretary from amateur. These skills help to acknowledge reason and purpose for each working day, it helps them focus towards a higher goal. Setting up a goal is tough, organizational skills help a secretary to plan and prioritize work and activities in a way that will help them achieve the goal. Aromolaran (2000) identified time wasting as inefficient procedures for handling tasks that must be done. He further explained that time wasters are also regarded as those vices which prevent office workers from accomplishing desired goals at the appropriate time. According to Philpot (2001), time management is all about planning the day in order to make the best use of time. Time management started with the industrial revolution (Linda, 2001), the concept has evolved slowly but steadily to the modern notion of time management, such as doing things effectively to gain control over one’s life. People commonly struggle with managing time since they fail to treat it like a business. Secretaries need to realize that time is a myth; time cannot be created, store or save to be use another day, a delay in making a decision or reacting to a problem can be a costly business mistake. Being prepared will ensure you don’t waste any valuable time. Good time management will help in being more productive, more creative in secretarial profession and will help avoid working ridiculous hours and to greatly increase the chances of success both in business and the profession. A good secretary would always accepts responsibilities without grumbling and will carry out the work without supervision. Akinola (2000) defined a secretary as a very important person in an organization and further explained that his/her contributions can either enhance or mar the efficiency and effectiveness of the organization.
1.2 Statement of the Problem
In an organization, there are number of resources which must be utilized such as people, money and material which are all important. But there is one resource we all have in common which is time. Time has to be managed so as to improve performance. Performance in an organization revolves around efficiency and effectiveness and as a secretary, this must be well managed. Poor time management can often lead one into major organization problems, being unorganized can cause you to lose track of what you should be doing at a valuable time. Another negative effect of not managing time is the ability to become overwhelmed with many tasks that must be done. Therefore time management skills are associated with the recommendation to target-setting, prioritization and scheduling being implemented and assessed to achieve organizational goals. This study was therefore undertaken to assess the effective and efficiency of time management skills and secretarial professionalism.
1.3 Purpose of the Study
1. To determine how target setting influences secretarial professionalism. 2. To determine how prioritization influences secretarial professionalism. 3. To determine how scheduling influences secretarial professionalism.
1.4 Significance of the Study
This study aimed at creating awareness and assessing time management in improving secretarial profession. Therefore the study is expected to be of much value to the following people; Professional secretaries on importance of time management skills on increasing their job performance which will help them in decision making to formulate different strategies to help them in the implementation of time management skills. This study will also reveal to the employers the area of weakness in the duties of secretarial duties as related to job efficiency and point out the need for the installation of modern office facilities in both ministries and non-governmental organizations.
