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HUMAN RELATIONS, SKILLS REQUIRED BY A SECRETARY FOR EFFECTIVE JOB
PERFORMANCE IN AN ORGANIZATION
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
Man has been faced with the problem of building meaningful human
relationships. First as a child, as an adolescent and as an adult in the
business world. To determine what is meaningful for us as individuals, we must
learn to understand ourselves in relation to others and the society. Therefore,
building meaningful human relationship requires time, interaction and people.
In regard to business
organization as social system, secretary who wish to work should understand how
they operate, as they combine both humanity and technology.
Human
relation motivates people to develop an increase in productivity and fulfilling
teamwork. Human relations are motivating people to develop productivity,
aids in shaping source of misunderstanding between the management and workers
and trade unions. According to Molokwu, (1993) effective listening habits are
also important for all office members. The office technology graduates in
business organization should learn and also encourage the workers under her to
imbibe the technique of better listening in order to maintain good relationship
with his/her bosses. Effective listening can also prevent misunderstanding and
rumors from developing with the office. Human relations create and sustain job
satisfaction, thereby reducing labour turnover, absenteeism, truancy and
inefficiency and it also enhance staff motivation resulting in high
productivity.
In human
relations, there are certain factors that make human relation skills poor, they
includes inadequate salary paid by some organization to workers, not enough
compare with the cost of living. If salary is inadequate, absenteeism and high
labour turnover. An organization that does not pay adequate salary is obviously
not a good environment for healthy human relation to flourish. Bad management
can bring poor human relation wherein an organization both the executive and
divisional head are also employee’s effort by the bosses to cover inherent
managerial lapses eventually lead to the emergence of personality cult and
tuques.
There are also
many reasons why it is necessary for secretaries to exhibit good human relation
as to help him or her to relate well her boss, her superiors, colleagues and
subordinate. It also helps the person to understand man and how he behaves and
thereby avoiding unnecessary interruption while discussing with people. Human
relations help a trainee to communicate well with others and thereby fulfilling
the interest and to achieve personal aspirations through such relations.
1.2 STATEMENT OF THE PROBLEMS
Secretaries
may be prudent in technical matters, yet fail in their administrative duties if
the lack human relations skills. It has been discovered that some secretaries
have not really come to understand their value and position in their various
offices. They lack good communication skills in their office which covers the
ability to be fluent in English language, to listen attentively to your customers
or visitors complains and to have a good approach to issues no matter which
condition or pressure you found yourself.
We also have
interpersonal problem which is the ability of the secretary to relate to
coworkers within and outside the organization. Some office graduates don’t
respect their boss and other coworkers. All these factors create room for poor
growth and productivity of the business organization. That is why the human
relation skills required from secretary are very important in an organization
to enable the organization meet up to world class standard.
1.3 SIGNIFICANCE OF THE STUDY
Since secretary
work to a large extend has to do with human relations, they are involved with
meeting people at various stages of their job. Nevertheless, the possession of
certain basic human relations skills enables them to affect their job
performance and that of the organization at the organization at large in a
positive way.
This research
work, will guide the office management graduate in enhancing their roles in
human relations who requires very special skill like tactfulness, empathy,
tolerance, genuine like for people, the desire to help them when the need
arises and lots more. This will also help the graduates understand the fact
that individuals with varying traits. This according to Uwaoma, (1997:21) that
every person is unique, every individual has internalized attitude, briefs and
ways of life as well as certain skills technology, social and logical.
This study will
also aids secretaries into being more sensitive of their people that is making
us of their knowledge of human relations to develop a greater realization of
how attitudes and behaviors plays major parts in everyday affaires.
Also office
technology graduates can apply these human relations skills to help bosses
develop an improved understanding of the problem of reconciling their interest
and capabilities with the needs and goals of the business organization.
1.4 PURPOSE OF STUDY
For every project the purpose
must be ascertained so as to make the project work embarking on. This project
is aimed at achieving the following set of objectives;
1. To determine the
interpersonal skills required from secretary by the business organization. This
is referred to, the ability to work and relate well with others. In human
relation skill, the driving force behind all tasks is the need to provide
service to others. This is very important and forms the backbone of everything
that is done by office technology graduate.
2. To determine the
communication skills required from secretary in business organization.
Communication is a core skill, it also determines how an office technology
graduate can communicate in and out of the business organization.
3. To determine the
technical skill required from secretary by the business organization. This is
the ability of the office technology graduate to carefully operate the office
equipments like typewriting machine, computer, shorthand writing etc.
4. The last but not the
least to determine the managerial skills required from office technology band
management by business organization.
1.5 SCOPE OF STUDY
The scope of this work
embodies human relation skill required from secretary in business organization.
The skills in view cover interpersonal skills, communication and technical
skill.
This project work is
widely based on personal observation, personal interviews and response to
questionnaire. Consequently, the topic in view is restricted only to secretary
by the business organization.
6. LIMITATION OF STUDY
In our business organization today likes companies, ministries,
banks, and private firms etc. the human relation skills required from secretaries
are mostly and critically needed. An secretary are entitled to these
operations.
i.Professional auxiliary
staff in shorthand, typewriting, and computer literate.
ii.Interpersonal duties.
iii.Communication and management
skill as well.
An secretaries also act as an assistant to an executive possessing
mastery of office skills and ability to assume responsibilities without direct
supervision and also concerned with the preparation, presentation and
transmission of all types of communication.
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