THE ROLES OF OFFICE MANAGERS IN THE DEVELOPMENT OF ORGANIZATIONS

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THE ROLES OF OFFICE MANAGERS IN THE DEVELOPMENT OF ORGANIZATIONS

ABSTRACT

The aim of this project is to find out the roles of office managers in the achievement of organizational goal. To be able to carry out this study, the researcher reviewed relevant literature on the issue to form the theoretical base of the subject. Two purpose of study used are: (i) to identify the goal of office managers in the achievement of organizational goals. (ii) to examine how office managers carryout their function in order to achieve organizational goal. Two research questions posed are: What are the duties/responsibilities of office managers in the achievement of organizational goals? The main instrument used in collecting data for the study is the questionnaire. The questionnaires consists of forty (40) items which were submitted to the project supervisor who corrected and approved it before it was administered. The questionnaire were later administered by the researcher and the data obtained were analyzed, using simple percentages. The population of the study was Eighty (80) office manager’s out of which sixty (40) were used as the sample size. The major findings of the study are the availability and use of modern office equipment will inevitably affect the activities and output of the secretary in offices and business organizations. Based on the above findings, it was recommended that Office managers should be seen as the image makers of organization in any nation, and should be duly compensated this compensation would help in no small measure in giving hem sense of belongings.

CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Several changes have taken place in private and public offices as regards the roles and functions of the office manager. The type of machines and gadgets that were used to produce, duplicate and store information has undergone a great transformation to cope with the fast growing world of technology. The success of any organization and management relies much on the office managers, whose role though supportive is critical to the achievement of organizational goals and objectives.

In today’s organizations, one of the things that make organizations unique is the use of modern technological gadgets. Internal and external forces such as market competition, consumer behaviour, technology and quality management are the drivers of organizational change. In today’s business world, every office requires facts and accurate information for quick decision making (Arora S P 1985) Office Organization and Management, in the Modern Office, the role of the office manager is crucial in the life or progress of an organization hence he needs some technological and human relation skill at the workplace. The effective performance of the Office Manager depends upon his technological knowledge, ICT skill and managerial know-how.

The skill level and functioning of the traditional office managers involve greater physical and mental ability. The introduction of modern technologies and programmes has reduced the onerous tasks of the modern office managers. These range from production, reproduction, storage and retrieval among others. With this advancement of technology, the use of the computer and software programmes facilitate the work of the modern office managers. These include the use of machines such as ITC printers, fax, pen drive, cell phones, photo copier, telex and internet. These requisite knowledge and skills which make the position of the office manager rather challenging.

With the improvement in office technology and recent developments in the office, the work of the office managers becomes easier.

However, new developments brought by technological changes require even more knowledge and skills. For the office managers to be abreast with the changing times, he faces challenges training and retraining to meet organizational objectives.

The organizational goal and objectives of the study are to establish how to manage the availability of modern office gadgets. It also measures the knowledge and usage of office equipment, therefore the purpose of this research is to examine the role of office management in the achievement of organizational goal.

1.2 STATEMENT OF THE PROBLEM

Over the years there has been serious misconception about office managers by the public and others who are not in the profession. Some people look down upon them as (Typists, and stenographers) and work according to the wishes of the bosses. Others see them as subordinate, who cannot actually act even when there is need for them to do so unless with authority from their superiors. According to Chopra R K (1985), “some Nigerians do not accord office managers the respect due to them because they strongly believe that office managers are inconsequential and unproductive thereby do not in any way contribute towards the national economic development as of managing the office.

Office managers are misunderstood, misplaced and neglected to the background by many bosses and as a result fail to place them in their right position.

This research work is aimed at discussing fully the contributions of office managers towards the national economic development and some constraints in performance of their job such as lack of adequate equipment poor remuneration, inadequate training on the job and poor human relation among office managers, bosses and lack of encouragement by executives.

1.3 PURPOSE OF THE STUDY

The aim of the study is to identify the role of office managers in the achievement of organizational goal. The specific objectives are:

To identify the goal of office managers in the achievement of organizational goals.

To examine how office managers carryout their function in order to achieve organizational goals.

To identify the constraints of office management in the achievement of organizational goals.

To explore ways of overcoming the problems affecting the office manager in the performance of his duties

1.4 RESEARCH QUESTIONS

In order to achieve the purpose of the study, the following research questions were formulated

What are the duties/responsibilities of office managers in the achievement of organizational goals?

How does the office manager carry out his functions to achieve organizational goals?

3 What are the constraints militating against the office manager’s roles in the attainment of organizational goals?

4 What measures should be adopted to control the problems affecting office managers in the performance of their duties?

1.5 SIGNIFICANCE OF THE STUDY

The study will enable the management of business organization in the country to re-evaluate their misconception of office managers and also enhance the office manager’s role in the organization.

The study will contribute towards national economic development. It will enable office managers know what is expected of them and educational background they need to attain before qualifying as office managers of modern organization.

1.6 DELIMITATION OF THE STUDY

This research work is limited to four organizations in Port Harcourt, Rivers State which include;

Unilever (Nig.) Plc

7up Bottling Company

Guinness (Nig.) Plc

Nestle Nigeria Plc

1.7 DEFINITION OF TERMS

Office: A Place in organization where officials organize, co-ordinate control and evaluate activities in an organization.

Management: the use of management principles to achieve results in an office.

Organization: An organization is an entity comprising multiple people, such as an institution or an association, that has a collective goal and is linked to an external environment.

Achievement: Office jobs done through management principles

Role: the activities carried out by office managers in the achievement of organizational goals

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