THE EFFECTS OF POOR OFFICE ENVIRONMENT ON THE SECRETARY'S JOB PERFORMANCE

CHAPTER ONE

INTRODUCTION

BACKGROUND OF THE STUDY: The work of a secretary is very delicate and confidential and as such a healthy office environment is necessary to enable her discharge her duties efficiently.  An understanding of the office environment in the enhancement of a secretary’s morale vis-à-vis her job performance is necessary in every organization. Generally, office environment has serious impact on the job performance of workers.  The office and its appearance, condition of work, materials available and their location, safety measures medical care, relationship among the members of staff and the boss remunerations and other social welfare recognized to the main elements of work or office environment which directly related to workers moral and willingness to discharge their duties effectively. The secretary is an indispensable staff and as such management has to place high priority on how best to motivate her.  The nature of work environment invariable has direct effect on the morale and state of health of a secretary, hence her general performance in the discharge of her duties. The office environment thus influences the volume and quality of work, interest and happiness of a secretary. Office environment in the context of management has been defined the include, office building and layout, furniture and equipment the physical conditions  under which the secretary operates – lighting, heating, ventilation, decoration, sound proof measure, safety measures and such social conditions as relationship with members of staff and boss remuneration and welfare package etc.

1.2 STATEMENT OF THE PROBLEM

Generally, it is believed that when an environment is not conducive, a worker cannot discharge his/her responsibilities as efficiently and effectively as expected.  In effect the fundamental duties of a secretary are highly prejudiced and jeopardize by an averse and unstimulating environment.

Today, there are many problems encountered b secretaries resulting from poor work environment which greatly affect their job performances.   Amongst these is lack of private office.  Secretaries most times share offices with other staff, some of which lack basic amenities befitting her status.

1.3 OBJECTIVES OF THE STUDY

This study is meant to investigate the following:

-  The effects of a depressing and unstimulating nature of the office environment on the secretary’s job performance.

-  The effect of small floor space and congested office surroundings on the secretary’s job performance vis-à-vis her attitudes to work.

-  The effect of absence of some basic amenities such as air conditioners, fan, executives seats and tables on the moral of a secretary and her general attitude to work.

-  Other problems in the office environment militating against effective job performance of secretaries.

-  Recommend how best to improve the office environment for the smooth operation of secretaries if it has any serious effects on their job performance.

1.4 SIGNIFICANCE OF THE STUDY

The study will in particular benefit the present and picture career secretaries whose welfare is being agitated.  It is hoped that management will consider some of the recommendations proffered in this treatise and improve the office conditions of secretaries so that they will have cause to smile.

Management on its own will benefit form the study since it will enable them to understand the job performance of their secretaries and try to boost their moral by improving the condition of the work environment.

Finally, this research will help to reduce the dearth of literature in this field of study.

1.5 RESEARCH QUESTIONS

i. Does the depressing and unstimulating nature of most office environment have negative effects on the job performance of secretary.

ii. Does the small floor space and the congested nature of an office affect the secretary’s attitude to work?

iii. Does lack of air-conditioners and floor covering in secretaries offices have effects on their job performance(s).

iv. Are there adequate and regular remuneration to the secretaries?

v. To what extent does the secretary relate with other staff in the office.

Attempts shall be made to find solutions to these research questions in this research.

1.7 DEFINITION OF TERMS

This refers to the physical and social working conditions under which secretaries work, comprising office buildings, ventilation, lighting, heating, decorations, furnishing, relationship of staff in the office, remunerations, etc.

JOB PERFORMANCE

This is the productivity or output achieved by the secretary.  It is also the quality or quantity of work which should be attained by the secretary on a certain job.  The job performance is found in appraisal and training, to assess a secretary either in her work or after training.

SECRETARY

This can be defined as somebody who has a unique ability to keep secret information also has a special quality to communicate with different classes of people and the communication channel between her organization and the public as a whole.

Also, she has an understanding of the significance of typing documents, taking shorthand, correspondence, reports and instructions which pass through their head, relieving the executive of work, which otherwise she would have to do it with their initiative.