A CRITICAL ANALYSIS ON THE CHALLENGES OF MODERN AUTOMATION ON SECRETARIAL PERFORMANCE IN CAMEROON

CHAPTER ONE

INTRODUCTION

Background of the study 

The 21st century has been characterised by significant progress in both science and technology. This progress has been accelerating since the conclusion of the Second World War in the fields of manufacturing, aviation, medical, engineering, finance, and administration. The adverse effects of these advancements have been felt in all facets of life. Modern offices have also been affected by technological advancements in terms of their processes and procedures. The strategic function of the office as the digital nerve centre of any given organisation has placed a significant emphasis on the use of information and communication technologies in offices. The contemporary office is a location where the application of technology is necessary to manage a variety of duties, which necessitates the management of information (Akin, 2019).

The introduction of advanced office technology equipment, such as computers and word processors, in conjunction with new management techniques, has completely transformed traditional work habits in the office and has sparked a new business orientation, rendering the older methods of business transaction moribund. There have been numerous technical advancements in secretarial functions worldwide. Consequently, there is an abundance of contemporary office apparatus that enables the secretary to enhance her productivity. Numerous office functions and administrative responsibilities that were previously performed manually have been automated (Nweke 2018).

Modern office automation is the process of introducing machinery and equipment to the workplace to streamline administrative processes, eliminate bureaucracy, and reduce the need for unnecessary delays in office functions. In the same vein, Okon and Okogun (2020) defined modern office automation as the utilisation of computer systems and software in the provision of services. Consequently, office automation is the utilisation of self-regulating devices to manage office tasks that were previously conducted manually or through semi-mechanical methods. The secretarial procedures in contemporary offices have been significantly enhanced by the automation of modern offices, which has revolutionised the way in which secretaries perform their responsibilities.

Secretaries are employees who are capable of managing the stress and demands of an office in a way that ensures the overall control of crises that may arise from the management of records, communication, information, people, and other resources that are intrinsically involved in making the office the nerve centre of the organisation (Okon, 2019).  According to Ovbiagbale, Mgbonyebi, and Olaniye (2019), a secretary is an executive assistant who possesses a high level of office skills, the capacity to assume responsibility without direct supervision, and the ability to make decisions within the scope of their assigned authority. Additionally, they exercise initiative and judgement. The utilisation of ICT devices by secretaries has been commended for its positive impact on the productivity of secretaries in both public and private institutions. According to authors such as Onoja (2020), office automation can facilitate the efficient completion of secretaries' office duties, including information processing and communication skills.

The speed and efficacy of information processing in the contemporary office have been significantly enhanced by the integration of technology. In order to facilitate decision-making within an organisation, office information is collated, processed, stored, and disseminated. In a contemporary office, a secretary is anticipated to be a professional in the utilisation of information technology tools, which encompasses the capacity to manipulate hardware, software, databases, and communication to input, process, and output, as per Okon (2019). According to Okon (2019), the communication capabilities of secretaries can be enhanced through the implementation of office automation. Thus, the secretary must acquire new skills and sub-skills to remain pertinent in the contemporary office, as a result of the diverse nature of these office technologies (Owoh, 2018). Obasi (2019) contends that assistants have encountered obstacles in modern office communication due to information communication technology. Historically, secretaries' duties were executed manually, resulting in the preservation of documents and records on paper, which were then preserved in files and drawers. The modern information and communication technology sector's global development has necessitated the commensurate development of new skills in office communication for all secretaries and office managers.

 Statement of the problem

The efficacy of secretaries, particularly in the realm of communication, is substantially affected by office automation (Onoja, 2020). Koko and Okogun (2020) perceived the capacity to communicate as an instrument that is essential for the acquisition and maintenance of employment among secretaries in Cameroon, as well as an indicator of a strong foundation in education. The act of transmitting information from one individual or location to another is known as communication. Okon (2019) noted that communication encompasses more than just transmitting information to a recipient; it also involves social interaction and dialogue. Ogoo (2019) posited that communication can be effective through the integration of ICT, as it requires that the intended message be received, correctly interpreted and understood, accepted and appropriately acted upon by the receiver, and confirmed by feedback.

Nevertheless, the management in several business offices in Cameroon has expressed concern over the challenges faced by secretaries in areas such as webpage design, desktop publishing, office application, networking, and proficiency in accessing the internet (Ngounou, 2020).

Furthermore, despite the advancements in technology that have made it feasible for office practices to efficiently execute office functions, it is evident that the majority of business offices in Cameroon have not capitalised on the advantages offered by office automation. This is evident in cases where offices are cluttered with files and cabinets instead of having data stored on servers. It is on this premise, that this study will be critically analyzing the challenges of modern automation on secretarial performance in Cameroon.

1.3 Objectives of the Study 

The primary objective of this study is to critically analyze challenges of modern automation on secretarial performance in Cameroon. Specifically the study seeks:

To find out whether modern automation enhances secretarial performance in Cameroon. 

To examine the effects of modern automation on secretarial performance in Cameroon.

To explore the challenges of using modern automation faced by secretaries in Cameroon.

To proffer solutions to the challenges of using modern automation faced by secretaries in Cameroon.

1.4 Research Questions

The following research questions will be answered in this study:

Does modern automation enhances secretarial performance in Cameroon?

What are the effects of modern automation on secretarial performance in Cameroon?

What are the challenges of using modern automation faced by secretaries in Cameroon?

What are the solutions to the challenges of using modern automation faced by secretaries in Cameroon?

1.5 Research Hypothesis

The following null hypothesis will validate this study:

Ho1: Modern automation does not enhance secretarial performance in Cameroon.

1.6 Significance of the study

This study will be of benefits to business owners in the sense that it will enable them to appropriate the importance of modern automation machine in their various organizations. 

The study will also be of tremendous benefit to office workers, particularly the secretaries across the world as an effective worker or secretary must posses a good skills in operating modern office equipment in this 21st century. The study will also reveal the need for training and retraining programmes that are available to meeting these challenges and hence facilitate the realization of set organizational goals.

1.7 Scope of the study

The study aims to critically analyze challenges of modern automation on secretarial performance in Cameroon. Empirically, this study will assess whether modern automation enhances secretarial performance in Cameroon, the effects of modern automation on secretarial performance in Cameroon, the challenges of using modern automation faced by secretaries in Cameroon and the solutions to the challenges of using modern automation faced by secretaries in Cameroon.

This study will be carried out in Cameroon.

1.8 Limitation of the study

The researchers encountered slight constraints while carrying out the study. The significant constraint was the scanty literature on the subject owing that the challenges of modern automation on secretarial performance in Cameroon discourse is vast thus the researcher incurred more financial expenses and much time was required in sourcing for the relevant materials, literature, or information and in the process of data collection, which is why the researcher resorted to a limited choice of sample size covering only residents of Cameroon. Thus findings of this study cannot be used for generalization for other regions within Cameroon. Additionally, the researcher will simultaneously engage in this study with other academic work will impede maximum devotion to the research. Howbeit, despite the constraint encountered during the research, all factors were downplayed in other to give the best and make the research successful.

1.9 Definition of terms

Secretary: A secretary is an administrative professional who provides clerical and administrative support to an individual or an organization. Their duties typically include tasks such as answering phone calls, managing correspondence, scheduling appointments, organizing meetings, maintaining records, and performing various administrative tasks to ensure the smooth functioning of an office or department. Secretaries often serve as a primary point of contact between their employer and clients, customers, or other staff members.

Modern automation: Modern automation, refers to the utilisation of cutting-edge technologies and systems to execute tasks and processes with minimal involvement from human beings. This entails utilising tools such as robotics, artificial intelligence (AI), machine learning, Internet of Things (IoT), and software algorithms to enhance efficiency, accuracy, and productivity in diverse industries. Modern automation seeks to streamline operations, decrease expenses, and enhance the quality of products and services by automating repetitive, intricate, or hazardous tasks.