Seminar Otm

8/2/2019 Seminar Otm

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SEMINAR PAPER

ON

DIFFERENCES BETWEEN TRADITIONAL AND MODERN

CAREER PROGRESSION OF GRADUATES IN OFFICE

TECHNOLOGY AND MANAGEMENT.

PRESENTED BY

ONALO OJOCHOGWU

REG NO. FPI/OTM/HND/09/078

PRESENTED TO THE

DEPARTMENT OF OFFICE TECHNOLOGY AND

MANAGEMENT FEDERAL POLYTECNIC, IDAH

KOGI STATE.

IN PARTIAL FULFILMENT OF THE REQUIREMENTS OF

COURSE OTM 414.

(ORAL COMMUNICATION SKILLS)

FOR THE AWARD OF HIGHER NATIONAL DIPLOMA (HND)

IN OFFICE TECHNOLOGY & MANAGEMENT

SUPERVISOR: MR. M. E. EZE

COORDINATOR: MR. J. B. P ENECHE

MAY, 2011


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INTRODUCTION

Career progression is sequential process of development in ones

chosen career, which enable him to succeed in work place. Career

progression has become increasingly important to graduates who are

preparing to work in a society that is simply changes technology.

Over a period of time, the difference between traditional and modern

career progression has been narrowed down to paperless office. To simply

state it traditional office depends on records and files for documentation,

manual operations in respect of banking customer service and other

commercial; activities. The modern on the other hand is entirely IT

presently and electronically driven appliances work hand in hand with

graduates. Records are digitally driven and the communication is accurately

handles with less human energy and errors as well.

It is interesting to know that, yesterdays modern office has become

today office. Therefore, the graduate is expected to progress in their career

beyond the traditional way of taking dictation in shorthand and transcribing

on the typewriter.

Today, career progression has become more vast and hihly demanding

than it was used to be in the past. Hence, the need to change from the use of

flow traditional way, to highly sophisticated ones which includes


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information technology resources and internet resources amongst others.

This is to enable graduates follow up with the trend in office technology and

management. There are different ways of doing office work which become

too cumbersome without the use of modern development.

The traditional progression in this seminar refers to mechanical and

manual devices to perform office functions


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STATEMENT OF PROBLEM

Today, nearly aspect of secretarial toll has witnessed automation. The

application of modern technology with the invention of electronic

typewriters, telephone, e-mail, duplicating machine, have radically changed

the office scene and made the traditional era of secretarial functions and

tools a history. However, the gradual change from the traditional era to the

modern office situation has brought the greatest challenges of the time to the

graduate, as there must be reconciliation to bridge the gap between the two.

Experience has shown that graduates are almost handicapped in the

quest to match up with the revolutionary changes taking place in todays

office environment which is associated with drop syndrome.

The research work therefore addresses the differences between the

traditional and modern career progression of graduates in office technology

and management and career cadre of secretaries.


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OBJECTIVES OF THE STUDY

In the course of this study, we will examine the differences between

the traditional and modern career progression of graduate in office

technology and management. The study includes:

(1) To Identify The Traditional Career Progression In Office Technology

And Management

(2) To Identify The Modern Career Progression In Office Technology

And Management.

(3) To Identify The Differences Between The Traditional Career

Progression And The Modern Career Progression


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TO IDENTIFY WHAT IS TRAADITIONAL CAREER

PROGRESSION IN OFFICE TECHNOLOGY AND

MANAGEMENT.

The traditional office as we used to know uses mechanical and manual

devices to perform office functions. The traditional office does not use

computers. The main working tools in this traditional era include

typewriters for processing information. Files are used to store documents,

which are placed in file cabinets. There may be a duplicating machine in

use. Information flow in traditional office is linear, that is from input

process, output, and storage/retrieval.

In this type of office, when document is to be brought up for use, the

file has to be located, the document retrieved and if there is need to produce

it the document has to be re-type for use.

Graduates profession in any office has their career path, advancement

and salary grade level. Graduates in any profession have different level in

which they operate and this is base on the qualifications they obtained.

Level, which secretaries move in their profession, is slated below.

Confidential Secretary Grade IV GL 06

Confidential Secretary Grade III GL 07

Confidential Secretary Grade II GL 08


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Confidential Secretary Grade I GL 09

Senior Confidential Secretary GL 10

Principal Confidential Secretary GL 12

Assistants Chief Confidential Secretary GL 13

Chief Confidential Secretary GL 14

Confidential Secretary Grade IV

Is a WSCE holder with five(50 papers including English Language or

Certificate Course in Secretarial Studies.

Confidential Secretary Grade III

Is one who has National Diploma in Secretarial Studies or RSA

Typewriting/Shorthand speed of 50/100 WAM.

Confidential Secretary Grade II

Is a Secretary who has HND Secretarial Studies with NYSC discharge

Certificate.

Confidential Secretary Grade I

Senior Confidential Secretary, Principal Confidential Secretary, Asst. Chief

Confidential and Chief Confidential Secretary the qualification are s in

Confidential Secretary Grade II. Advancement to each grade is promotion.


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TO IDENTIFY WHAT IS MODERN CAREER PROGRESSION IN

OFFICE TECHNOLOGY AND MANAGEMENT

As the reliance on technology continues to expand in offices, the role of

office press ional has greatly evolved. Office automation and organizational

restructuring have led secretaries to increasingly assume responsibilities

once reserved for managerial and professional graduates. In spite of these

changes, however, the core responsibilities for secretaries have remained

much the same: performing and coordinating office administrative activities,

and storing, retrieving and integrating information for dissemination.

Currently, work in the office involves new technology that is computers

and telecommunication of all kinds. The manual systems are fast giving

way to computerized office system. As a result of this development,

secretaries now use computers to do tasks previously handled by managers

and professionals. They create spreadsheets, manage databases and create

presentation and documents using desktop publishing software and digital

graphics.

Because of development in this era of information and communication

revolution, much is expected from ambitious secretaries. Future secretaries

therefore have to learn to use new machines and equipment. For example,

secretaries who is only use to typewriters should now transferred his


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knowledge to computer keyboard. Of course, the computer being a

complicated machine has software which the secretaries must get used to

their application no longer enough to type. This is because advances in

technology have turned the traditional office we use to know unto

electronics office.

Because of this development in technology, secretaries as we used to

know to be ordinary typist who carry out routine functions, can now go

far to perform the work of office manager.

TO IDENTIFY THE DIFFERENCES BETWEEN THE

TRADITIONAL CAREER AND THE MODERN CAREER

PROGRESSION

The major difference lies in the fact information is stored

electronically in software in this advance technology and not as hard copies

in files inside drawers in the traditional progression.

Information processing in the modern career progression is fully

computerized. More of soft copies rather than hard copies of documents are

used. Nevertheless, in the traditional career progression, there was nothing

like computer.

In the traditional career progression, secretary is seen to be a mere

servant doing only what his asks to do. But Secretary today is no longer a


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tie to only typewriter, but a versatile personal assistant to Chief Executives

and therefore part and parcel of management.

Access to information is greater in the modern office. Secretary can

access from their own computers files as well as files in the computers

located in other offices within a building.

DEFINITIONS OF TERMS


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- Difference: According to Oxford Advanced Learners Dictionary,

difference is seen as the comparison between two or more things.

- Traditional: According to Kalu Ojukwu.(2010) refers to ancient,

olden ways of doing things

- Modern: According to Oxford Advanced Learners Dictionary is

define as the present or recent time of doing work. That is, using the

newest methods, equipment etc especially one that is attempting

something new and not traditional

- Career Progression: Dr. Titus A. Umoru defined career progression as

a gradtual change or development in someone profession.

- Graduate: According to Macmillan School Dictionary, Graduate is

defined as someone who has degree from a university or someone

who complete studies at university or college and get a degree.

FINDINGS


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Having gone through the differences between the traditional and

modern career progression of graduates, the researcher came out with the

following findings.

1. That the modern way of processing information-using word

processor like computers is preferable to the traditional method,

which uses manual typewriter.

2. That the modern way of disseminating information through

electronic (e-mail) and other telecommunication gadgets has

improved graduate performance than the traditional method of

using post office and office messengers.

3. That the modern method of storing information in a computer and

retrieved when necessary and other electronic devices more

efficient than the use of file cabinets which is used in the

traditional office.

CONCLUSION


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Having seen the traditional as one meant to take instructions and play

subordinate roles like a copy typist, stenographers and receptionist, were

referred to as secretaries. The advancement in office and technology has

added new dimension to the former secretarial service and has enriched

the profession giving it more recognitions and value. The modern

graduates can now play the roles of office manager while the boss is

away. For this reason, the modern graduate need to equip herself with

new development of technology to manage an office.

The graduate career expectations are mainly decision making,

composing correspondence, acting on behalf of the boss, and human

relation. She remains the next to the manager, supervisor, who delegate

work to the junior workers. But today, the graduate can solely occupy

the position as office managers as a result of the changes that has taken

place in office technology and management.

RECOMMENDATIONS


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Based on the study so far, on the differences between the traditional

and modern career progression of graduate in office technology and

management, the researcher deem it fit to recommends the following for

consideration.

1. That the institutions that train graduate should be advanced with the

modern technology necessary to acquire the modern training in order

to meet with the challenges of modern office.

2. Employer should avail the graduates the opportunity of a refresher

course to acquire the modern training to meet up with the challenges

of the new technology.

3. That the graduate should be trained on the procedure for executing

office functions


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REFERENCES

Aina, O.(1999). New Arison in the Vision and Mission of Business EducationToward the Sustenance of the Nigerian Economy.

Business Education Journal IV (2) 23-30

Austin,E..(2001). Modern Secretarial Duties and Office Organization. MacDonal and

Evans LTD. London.

Kalu Ojokwu, (2009). Office Administration and Management

Dr. Titus A. Umoru,(2010). Career Development and Professional Ethics

Http/www/yahoo.dot.com

Mann, B.C.(1998). Office Technology Revolution

New African Journal. New york Harcoat Brace Jovanovic.

Ali O. Adache (2007). Modern Secretarial Duties .

Rev. S. O. Ezugwu, (2004). Secretarial Duties Today.

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