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COMMUNICATION AMONG STUDENT SECRETARIES: BARRIERS, EFFECTS, SOLUTION

ABSTRACT

The study examines communication among students’ secretaries in IMT. Although several factors were identified. The study focused on the communication awareness as regard students’ secretaries in IMT. The research problems were stated, this gave rise to research questions using questionnaires in a field were surveyed. Data collected were analyzed by simple percentages. It was generated to solve research problems and answer the questions. Some recommendations were offered and these were intended to overcome some of the shortcoming of inadequate application systems, as tools to enhance greater communication skills among students’ secretaries in IMT.

CHAPTER ONE

INTRODUCTION

1.1     BACKGROUND OF STUDY

It is a well-known fact that there is need for a information of among members of the society, irrespective of their class. This study, aims at examining the effects of communication on the performance of student secretaries in IMT. The IMT (Institute of Management and Technology, Enugu) officially recognized in 1973 IMT comprises of seven schools. Among these schools is the school of business studies. The school of business studies has six different departments namely: Cooperative Economic, Business Administration and management, Purchasing and supply, Marketing and Secretarial Administration.

Secretarial studies department is an old as the institution itself. The objectives of this noble department is to produce graduates who can effective and efficiently communicate. Those who would be able to represent their organizations very well. In view of this, the department regards teaching of effective communication skills to its students as obligation that must be achieved, and as such, courses like “Principle and practice of communication in Administration and Business” as well “Communication in English” are taught in the department from ND to HND levels.

Communication – as a subject that is an old as man, has grown  into broad, interdisciplinary field of study. From the mere cry of the new born baby to the sophisticated computer, the internet and orbit satellites, communication has turned the entire world into a global village. Good communication therefore, leads to intelligent participation in matters of public concern and this in turn is the stepping stone towards greater efficiency.

To a secretary, especially communication is an indispensable tool. Relaying of information ideas and attitudes between individuals and groups in an organization through oral speech, the use of errorless letters, memoranda, telephones calls, fax machines, computer systems, word processing etc. within and outside the organization is the basic responsibility of a secretary. So mastery and efficient use of its communication must be grasped by students secretaries.

1.2     STATEMENT OF PROBLEM

History has shown that the study of the rudiments, principle and practice of communication are often taken for granted. This is evident in the lack of grades in the courses set aside on communication for secretarial students. Apart from that, there is lack of modern communication gadgets and visible systems meant to enhance communication. The result of this, is the yearly production of graduates who are excellent in carrying out their secretarial duties without effective communication appreciation. The main focus of this study is to examine the nature of communication system in the IMT, particularly as regards student secretaries performance. The extent to which it communication is applied as a tool for effective and efficient management is among the problems which the research work find out the end.

1.3     PURPOSE OF THE STUDY

The purpose of this research include

1. To identify the role of communication on performance of student secretaries in IMT, during the following stages.

a.      The period of their training in school

b.     The period of their profession practice in different places of work

2. To identify problems of effective communication.

3. To suggest approaches to effective communication which can aid secretaries for effective performance of their job.

1.4     DELIMITATION

This study, is delimited to the effects of communication in the performance of student secretaries and then, in their professional practice with reference to the institute of management and technology Enugu.

1.5     SIGNIFICANCE OF STUDY

This study, will be of great benefits to the student secretaries and the management of IMT. The research will help the students to realize the important role effective communication plays in their overall performance as well as their profession cultivating inter-personal relationships, managing time effectively, improving decision-making ability and problem solving capacity. It will also help them to maintain harmony and efficiency which is essential for attainment of organizational goals and objectives. Thereby possessing the qualities that will enable them act as alter ego for their bosses in their absence.

To the management, this study will offer possible, practicable and recommendable solutions that will help improve the lost of student secretaries in IMT as well as provide modern communication facilities, teach the rudiments of effective communication and provide additional training that will assist students secretaries to have sufficient knowledge required of them for efficiency.

1.6     RESEARCH QUESTIONS

To achieve the objectives of this research work, the following research questions will be answered.

i.  What is the role of communication and how does it affect the performance of students secretaries in IMT, especially during their training and periods.

ii.  What are the problems of communication.

iii.  What existing approaches can the student secretaries adopt for effective communication and maximum performance in schools and an establishments.

1.7     DEFINITION OF TERMS

EFFCTIVE COMMUNICATION: Communication which its purpose has been achieved and the desired response gotten.

ENCODER: The sender of the message

DECODER: The receiver of the message

PROBLEM: These are identified hindrances to effective communication.

GADGETS: This refers to modern communication equipment such as the telephone, computer set, fax machines, electronic word processors, manual word processor etc.