Post on 06-Apr-2018
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SEMINAR PAPER
ON
DIFFERENCES BETWEEN TRADITIONAL AND MODERN
CAREER PROGRESSION OF GRADUATES IN OFFICE
TECHNOLOGY AND MANAGEMENT.
PRESENTED BY
ONALO OJOCHOGWU
REG NO. FPI/OTM/HND/09/078
PRESENTED TO THE
DEPARTMENT OF OFFICE TECHNOLOGY AND
MANAGEMENT FEDERAL POLYTECNIC, IDAH
KOGI STATE.
IN PARTIAL FULFILMENT OF THE REQUIREMENTS OF
COURSE OTM 414.
(ORAL COMMUNICATION SKILLS)
FOR THE AWARD OF HIGHER NATIONAL DIPLOMA (HND)
IN OFFICE TECHNOLOGY & MANAGEMENT
SUPERVISOR: MR. M. E. EZE
COORDINATOR: MR. J. B. P ENECHE
MAY, 2011
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INTRODUCTION
Career progression is sequential process of development in ones
chosen career, which enable him to succeed in work place. Career
progression has become increasingly important to graduates who are
preparing to work in a society that is simply changes technology.
Over a period of time, the difference between traditional and modern
career progression has been narrowed down to paperless office. To simply
state it traditional office depends on records and files for documentation,
manual operations in respect of banking customer service and other
commercial; activities. The modern on the other hand is entirely IT
presently and electronically driven appliances work hand in hand with
graduates. Records are digitally driven and the communication is accurately
handles with less human energy and errors as well.
It is interesting to know that, yesterdays modern office has become
today office. Therefore, the graduate is expected to progress in their career
beyond the traditional way of taking dictation in shorthand and transcribing
on the typewriter.
Today, career progression has become more vast and hihly demanding
than it was used to be in the past. Hence, the need to change from the use of
flow traditional way, to highly sophisticated ones which includes
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information technology resources and internet resources amongst others.
This is to enable graduates follow up with the trend in office technology and
management. There are different ways of doing office work which become
too cumbersome without the use of modern development.
The traditional progression in this seminar refers to mechanical and
manual devices to perform office functions
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STATEMENT OF PROBLEM
Today, nearly aspect of secretarial toll has witnessed automation. The
application of modern technology with the invention of electronic
typewriters, telephone, e-mail, duplicating machine, have radically changed
the office scene and made the traditional era of secretarial functions and
tools a history. However, the gradual change from the traditional era to the
modern office situation has brought the greatest challenges of the time to the
graduate, as there must be reconciliation to bridge the gap between the two.
Experience has shown that graduates are almost handicapped in the
quest to match up with the revolutionary changes taking place in todays
office environment which is associated with drop syndrome.
The research work therefore addresses the differences between the
traditional and modern career progression of graduates in office technology
and management and career cadre of secretaries.
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OBJECTIVES OF THE STUDY
In the course of this study, we will examine the differences between
the traditional and modern career progression of graduate in office
technology and management. The study includes:
(1) To Identify The Traditional Career Progression In Office Technology
And Management
(2) To Identify The Modern Career Progression In Office Technology
And Management.
(3) To Identify The Differences Between The Traditional Career
Progression And The Modern Career Progression
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TO IDENTIFY WHAT IS TRAADITIONAL CAREER
PROGRESSION IN OFFICE TECHNOLOGY AND
MANAGEMENT.
The traditional office as we used to know uses mechanical and manual
devices to perform office functions. The traditional office does not use
computers. The main working tools in this traditional era include
typewriters for processing information. Files are used to store documents,
which are placed in file cabinets. There may be a duplicating machine in
use. Information flow in traditional office is linear, that is from input
process, output, and storage/retrieval.
In this type of office, when document is to be brought up for use, the
file has to be located, the document retrieved and if there is need to produce
it the document has to be re-type for use.
Graduates profession in any office has their career path, advancement
and salary grade level. Graduates in any profession have different level in
which they operate and this is base on the qualifications they obtained.
Level, which secretaries move in their profession, is slated below.
Confidential Secretary Grade IV GL 06
Confidential Secretary Grade III GL 07
Confidential Secretary Grade II GL 08
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Confidential Secretary Grade I GL 09
Senior Confidential Secretary GL 10
Principal Confidential Secretary GL 12
Assistants Chief Confidential Secretary GL 13
Chief Confidential Secretary GL 14
Confidential Secretary Grade IV
Is a WSCE holder with five(50 papers including English Language or
Certificate Course in Secretarial Studies.
Confidential Secretary Grade III
Is one who has National Diploma in Secretarial Studies or RSA
Typewriting/Shorthand speed of 50/100 WAM.
Confidential Secretary Grade II
Is a Secretary who has HND Secretarial Studies with NYSC discharge
Certificate.
Confidential Secretary Grade I
Senior Confidential Secretary, Principal Confidential Secretary, Asst. Chief
Confidential and Chief Confidential Secretary the qualification are s in
Confidential Secretary Grade II. Advancement to each grade is promotion.
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TO IDENTIFY WHAT IS MODERN CAREER PROGRESSION IN
OFFICE TECHNOLOGY AND MANAGEMENT
As the reliance on technology continues to expand in offices, the role of
office press ional has greatly evolved. Office automation and organizational
restructuring have led secretaries to increasingly assume responsibilities
once reserved for managerial and professional graduates. In spite of these
changes, however, the core responsibilities for secretaries have remained
much the same: performing and coordinating office administrative activities,
and storing, retrieving and integrating information for dissemination.
Currently, work in the office involves new technology that is computers
and telecommunication of all kinds. The manual systems are fast giving
way to computerized office system. As a result of this development,
secretaries now use computers to do tasks previously handled by managers
and professionals. They create spreadsheets, manage databases and create
presentation and documents using desktop publishing software and digital
graphics.
Because of development in this era of information and communication
revolution, much is expected from ambitious secretaries. Future secretaries
therefore have to learn to use new machines and equipment. For example,
secretaries who is only use to typewriters should now transferred his
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knowledge to computer keyboard. Of course, the computer being a
complicated machine has software which the secretaries must get used to
their application no longer enough to type. This is because advances in
technology have turned the traditional office we use to know unto
electronics office.
Because of this development in technology, secretaries as we used to
know to be ordinary typist who carry out routine functions, can now go
far to perform the work of office manager.
TO IDENTIFY THE DIFFERENCES BETWEEN THE
TRADITIONAL CAREER AND THE MODERN CAREER
PROGRESSION
The major difference lies in the fact information is stored
electronically in software in this advance technology and not as hard copies
in files inside drawers in the traditional progression.
Information processing in the modern career progression is fully
computerized. More of soft copies rather than hard copies of documents are
used. Nevertheless, in the traditional career progression, there was nothing
like computer.
In the traditional career progression, secretary is seen to be a mere
servant doing only what his asks to do. But Secretary today is no longer a
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tie to only typewriter, but a versatile personal assistant to Chief Executives
and therefore part and parcel of management.
Access to information is greater in the modern office. Secretary can
access from their own computers files as well as files in the computers
located in other offices within a building.
DEFINITIONS OF TERMS
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- Difference: According to Oxford Advanced Learners Dictionary,
difference is seen as the comparison between two or more things.
- Traditional: According to Kalu Ojukwu.(2010) refers to ancient,
olden ways of doing things
- Modern: According to Oxford Advanced Learners Dictionary is
define as the present or recent time of doing work. That is, using the
newest methods, equipment etc especially one that is attempting
something new and not traditional
- Career Progression: Dr. Titus A. Umoru defined career progression as
a gradtual change or development in someone profession.
- Graduate: According to Macmillan School Dictionary, Graduate is
defined as someone who has degree from a university or someone
who complete studies at university or college and get a degree.
FINDINGS
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Having gone through the differences between the traditional and
modern career progression of graduates, the researcher came out with the
following findings.
1. That the modern way of processing information-using word
processor like computers is preferable to the traditional method,
which uses manual typewriter.
2. That the modern way of disseminating information through
electronic (e-mail) and other telecommunication gadgets has
improved graduate performance than the traditional method of
using post office and office messengers.
3. That the modern method of storing information in a computer and
retrieved when necessary and other electronic devices more
efficient than the use of file cabinets which is used in the
traditional office.
CONCLUSION
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Having seen the traditional as one meant to take instructions and play
subordinate roles like a copy typist, stenographers and receptionist, were
referred to as secretaries. The advancement in office and technology has
added new dimension to the former secretarial service and has enriched
the profession giving it more recognitions and value. The modern
graduates can now play the roles of office manager while the boss is
away. For this reason, the modern graduate need to equip herself with
new development of technology to manage an office.
The graduate career expectations are mainly decision making,
composing correspondence, acting on behalf of the boss, and human
relation. She remains the next to the manager, supervisor, who delegate
work to the junior workers. But today, the graduate can solely occupy
the position as office managers as a result of the changes that has taken
place in office technology and management.
RECOMMENDATIONS
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Based on the study so far, on the differences between the traditional
and modern career progression of graduate in office technology and
management, the researcher deem it fit to recommends the following for
consideration.
1. That the institutions that train graduate should be advanced with the
modern technology necessary to acquire the modern training in order
to meet with the challenges of modern office.
2. Employer should avail the graduates the opportunity of a refresher
course to acquire the modern training to meet up with the challenges
of the new technology.
3. That the graduate should be trained on the procedure for executing
office functions
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REFERENCES
Aina, O.(1999). New Arison in the Vision and Mission of Business EducationToward the Sustenance of the Nigerian Economy.
Business Education Journal IV (2) 23-30
Austin,E..(2001). Modern Secretarial Duties and Office Organization. MacDonal and
Evans LTD. London.
Kalu Ojokwu, (2009). Office Administration and Management
Dr. Titus A. Umoru,(2010). Career Development and Professional Ethics
Http/www/yahoo.dot.com
Mann, B.C.(1998). Office Technology Revolution
New African Journal. New york Harcoat Brace Jovanovic.
Ali O. Adache (2007). Modern Secretarial Duties .
Rev. S. O. Ezugwu, (2004). Secretarial Duties Today.