Professional Documents
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CE 033 876
ED 221 7-10
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*Dethography; *Edutational Attitudes; *
Needs; Employee Attitudes; Postsbcond
*fectetaries; Shorthand; Typewriting,
atiOnal
ducation;
ABSTRACT
A study was conducted to determine what secretaries
perceive their training needs to be, and to determine how those
training needs might be related to various demographic variables of
the individual secretary. A questionnaire was developed that included
,the majority of skills that could be taught in a training session for
secretaries. Thirty-ix university and private industry secretaries
ranked the items as,being of "no benefit" to "highly beneficial" on a
scale of 1 to 4 and also included thpir experience, tenure,job
training, education, age, and job types. It was found that only a few
secretaries believed that training in typing or shorthand,would be
beneficial, probably because 'these skills are prerequisites for being.
hired. Training on a word processor was-viewed by most as a highly
important training peed, followed in rankings by interpersonal
communication, grammar, and business correspondence. It was aLso
found that secr6.taries did not want to interr,upt their personal tithe
to,attend trainingTrograms. Several relationhips between
demographic iiariables and perceived training_ needs -were found to bp
negatively correlated. Fordexample, tIle more education secretaries
-had, the less they.saw a need for training in most of the'basic
components. Length of experience was found to be negatively
correlated with peiceived training needs for dictaPhone machine or
.copying equipment. It was recommended that a,lateter and more diverse
sample of secretaries be used in further,studies of secretaries'
trainingneedI.-(KC)
,
I*
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*
that can be made
Reproductions supplied by EDRS are the
,*4
from the original document.
best
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AN ANALYSIS OF
<NJ
CM
LIJ
**
4
4
t.
CEER (ERIC)
position o pohcy
flat
Houston,
Presented pt the Texas Speech Communication Association Convention,
r Texas, October, 1982..
AN ANALYSIS OF
Introduction
shortSeveral recent articlea have indicated a trehd toward secretarial
,
poSitions seems to be
The reason jor a lack of manpower to fill secretarial:
job areas that-were
that Wbmen are finding that they can excel in many other
once cdnsidered "for men only."
objectives, the
As women continue to diversify in their occupational
market"can only intrend of lesser trained secretaries en ering tt e job
crease (Balsley, 1979).
is presently taking
going advancement of technology in office eeluipment that
experienced secreplace, many organtzations are finding they must train old
equipment.
taries in order to maximize the efficienc'y of expensive new
16
catch-all phrase that may refer to persons employed as file clerks to-PerBecause of this diversity, it is
Although there is an aburidance of literature on training needs_assessment, there is little thatikdeals directly with.secretarial needs (Mackey,
1980; Hilliard, 1977).
ii
eral perceive their training needs to be; and 2) determine how those training needs might be related-to wirieus demographic variables of the individual secretary.
Methods
After reviewing the literature of seNiera] secretarial ttaini g assessi
sing with a
trainI
Session
ing proedwes/record icee'ping, business correspondence, interpersonal communicati9A,An-house communication, telephone communicationl receiving,and
"Would 'be of
no benefit,", 2) "Would be slightly beneficial," 3) "Would be moderately beneficiai," or 4) 'Would 1:4 highly beneficial."
to rank-order the three skills they would most benefit from if offered in a
training session. (See Appendix for questionnaire),
The.form also asked for background information of the person completing the survey$
"f
ing, education, time Iapae-since the last,training session, age, and job type
were sought.
Twenty-eight of the secretaries were employed by Southwest Texas-State University and_tbe_remaining subjects were employed by private industry, in and
around the San Marcos area.
Instructions
for cordpleting the form were on the survey and subjects were invited to look
over the form and ask any questions they might have.
'
Results
The surveys were coded and entered into aNcoli4ter program for sta-tistical testing.
Secondly,.the
ei
Ur-
Demographics
tardal position.for more than two years (69.5%), with 38% having more than
eleven years experience.
having s&Me college background. -Half (50%) of those surveyedshad not attended
The ages Were varied, with the highest
Fifty percent believed they would receive no benefit from typing training.
Over 36% felt that training in grammar would be of no benefit while another
1
Filing procedures/fecord,g6eping
Over
Train-
'ling on the word processor was Tiewed by 63.4% at being highly needed.
three n eds (21.21).t Training in both i terpersonal communication and gramas tog- ranked needs, with 13% responses for each.
mar emerg
usiness cor-
respohdence w s seen by 12% dd ii!eihg one of,the three most important train.
:.
,ing heed's.
ay'(88.9%).
-16
procedure was to discover relationships and not to predict them, a two-tailed test was us,ed with the probability level set at .05.
The demographic
Train-
coding.
ing backgrounds and job types were eliminated due to problems with
education secThe results that were irrificant indicated that the more
p(.01), in
retaries had, the less they.desired training in grammar (r=-.448,
filing procedures/record keeping (r=-.378, p4C.05), business correspondence
in-house
(r=-.351, p..05), interpersonal communication (r=-.402, p.05),
(r=-3454,
communication (r=-.545, p4C.01), receiving and screening/visitors
communication
pit.01), copying equipment (r=-.340, p4C.05), a.0.telephone
6
(r=-.609, 134(.01).
.
needed op
Experience was negaiively Correlated with perceived training
the dictaphone (r=-.528, 134(.01).
Table 1
.
Frequency Chart:
Demographic Variables
-Category
Frequency
Percentage
Experience
less than 6 months
6 months to 2 years
2 years to 5 years
0
4
-
30.6
11
.G
f1.1
19.4
14
38.9
100.%
36
)
Tenure
less than 6 months
6 months to 2 years
2 years to 5 years
6 years to 10 years
11 or more yearsTotals
.2
5.6
27.7
41.7
11.1
13.9
100.%
10
.4
5
36
Job Training
,
Business/vocational school
Formal in-hou e training
On,the job t aining
Other
Did not respond
Totals
AP
Education
24
s
1
36
19.4
8.3
66.7
2.8
2.8
100.7
.0
14
38.9
22.2
8
2
5
7
1.9.4
36
. 100%
Table 1 - Continued
t`
Percentage -
Frequency
iategory
Time since last training
A
19.4
19.4
50.0
11.2
100.%
18
4
36
Age
18-24
19.4
25,7.31
11
30.6
13.9
32-38
39-44
45-50
51 or more
Totals
19.4
5.6
11.1
36
..., loch%
7,
Job Description
,1
.1
55.6
36.0
5.6
2.8
36
100.7.
20
Typing/filing/record keeping
Assistant to supervisor
Supervisor
Research/Investigation
Totals
13
2
11,
Table 2
Frequency Chart-:
Frequency
Need - Rating
vb..
:Typing
no benefit
slight benefit
moderate benefit
high benefit
Totals
50.0
22.2
13.9
13.9
100.%
18
8
5
5
3'6
Grammar
14
no benefit
slight benefit
moderate benefit
high benefit
Totals
13
4
13
36
16.7
36.1
11.1
36.1
100.%
Shorthand/Dictation
15
no benefit
slight benefit
moderate benefit
high benefit
Totals,
8
8
.36
41.7
13.9
22.2
22.2
100.%
:
Filing Procedures/
Record Keeping
no benefit
slight benefit
moderate benefit
high benefit
Totals
10
11
12
3
36
27.8
30.6
33.3
8.3
100.%
Business Correspondence
no benefit
slight benefit
moderate benefit
high benefit
Totals
..,
10
9
10
36
19.4
27.8
25.0
27.8
100.%
..
i 1J
I
Table 2 - Continued
Frequency
Need 1 Rating
Percentage
Interpeisonal Communication
19.4
19.4
no benefit
slight benefit
moderate benefit
high benefit
Totals
36
25.0
36.2
100.%
9
13
25.0
36.1
13
,
In-house Communication
no benefit
slight benefit
moderate benefit
high benefit
Totals
36
13.9
25,0-100.%
11
30.6
13
8
36.1
22.2
11.1
100 %
3
9
Telephone Communicatijon
no benefit
slight benefit
moderate benefit
high benefit
Totals
4
36.
no benefit ,'
slight benefit
moderate benefit
high benefit
Totalb
16
8
3
36
25.0
44.5
22.2
8.3
100.%
Wbrd Processor
5
no benefit
slight benefit
moderate benefit
high benefit
Totals
23
36
13.9
2.8
19.4'
63.9
100.%
Copying Equipment
47.2
22.2
22.2
8.3
36
I100.7.
17
no benefit
slight benefit
moderate benefit
high benefit
Totals
8
8
11
,.
----,
10
"
:Table, 2 - Continued
Need
Frequency
Rating
Percentage
0
Dictaphone
.
no benefit
slight benefit
moderate benefit
high benefit
Totals
55.6
13.9
13.9
16.7
20
5
5
_6
36
100.7.
Telephone
no benefit
slight benefit
moderate benefit
high benefit
Totals
58.3
22.2
13.9
5.6
100.%
21
8
1.
2.
T6
Other
Responded
Did not respond
Totals
8.4
33
36
917
100.%
.,
a
...
'
\
1
..
fTh
1
i)
4.
lr
Table 3
Frequency Chait:
Need -
Frequency
Typing
8.3
Grammar
13.9.
Shorthand/Dictation
8.3
Filing Procedures/RecordiKeeping
.0
Business Correspondence
8.3
Interpersonal Communication
16.7
In.-house Cdmmunication
.0
Telephone ,Communicsaon
.0
5.6
Wotd Processor
25.0,
Copying Equipment
Dictaphone
Telephone
Other
Totals
Percentage
Ak4,
.0
11.1
36
100.%
ss
Table 4
Fre.quency, Chart :
Need
Frequency
t,
Percentage
9
.
TyPing
5. 0
r.
13
13. 0
10
10,0
5. 0
Business Correspondence
12
12. 0
13
13. 0
,
In-house Communication
3. 0
Telephone Communication ,
Grammar
i
I.
ion
.0
4. 0
21
21. 0
i.
Copying Equipment
i
Diet aphone -
0'
Telephone
Other
2. 0
6.0
100
100 .%
Totals
14
l'
13
.Table 5
Frequency Chart :
'
'Frequency,
Time - Alternative
'Percentage
,After Work
22.2
63.9
13.9
yes
23
no
undecided
Totals
7 ..,
loo.%
On Saturdays
25.0
69.4
5.6
100.%
yes
14
no
undecided
25
2
Totals
Weekend Trip
,
yes
no
26
undecided
Totals
36
19.4
72.3
8.3
100.7
32
1
3
36
88.9
2.8
8.3
100.%
1 4
Table 6
Correlation Matrix:
.z
Demographic Variables
4'
-.307
-.282
L.286
-.245
.031
-.114
-.448(b)
-.203
-.073
-.255
-.128
.056
-.327
Filing/
Records
.059
-.054
-.378(a)
-.260
.008
BusinessCorres.
.001
-.351(a)
-.375(a)
Typing
-.323
' 'Grammar
5horthand/
Dicratibn
rI
..(3)
Education
Tenure
'Experience
Time since
last train.
ft
.150
-.077
,L)
cI
Interper.
4-1
COM.
---
i-il
>
.160
,.623
-.402(a)
-.206
.034
-.151
-.545(b)
-.195
.009.
In-house
71
W
CoM.
-.092
Telephone
-.008
Com.
-.k58
,.
-.609(b)
..
Receiving/
Sc-reening
Word
Processor-.
Copying
Equipment"
-.454(b)
-.276
-.195
-.274
-.066
-.331(a)
-.3410.(a)
..107
.000+
-.133
-.167
Dictaphone
.023
,7.2341
-.027
-.039
-.072
-.038
-.528(b)
-.309
-.128
-.242
-.259
-.192
-.254
-.245
-.088
-.205
- -I
Telephone
16S,
*n=36 ,
(a)
.
R4.05,.r=.330
(b) p<.01,r=.420
15
Digcussion
It was not surprising that only a few secretaries belie*ved that training in typing would be a significant benefit.
shorthand/dictation.
hired as a secretary.
\J
Training on the
tanf training need.
ranked need, as well as t'he highest of the top three combined rankings.
It)
freedom to acwould allow them to spend less time typing and allow them more
complish other chores.
increase their
to become more important to their present organization, or to
))
employability with other potential employers.
word.processor,
of the secretaries surieyed in this study had access to a
ft
Inter-
number
personal communication and grammar were both listed by many as their
one training need.
by secretaries as an
Thi
secretary was hired for her typing skills.y.it expected io perform the role
.of recept.ionist, purchasing agent, oi office manager..
7
se, although the subjects
in the college community may have Meaftt they had commitments to s&ool.
Since
,the subjects were all from a small towri,it would'be of interest to see.if urbanites would tespond in the same pattern.
would prove to have fewer traditional family ties and tend to )1km6re career
oriented.
relationships between
The more education people had, the less they felt they needed
Several
education may hold higher level positions.which do noe require many of these
more menial tasks such as filing nnd shorthand.
secretary_might hold a higher level position, she might perceive many of the
skills as more basic to many of the other abilities she haLt gained through
her education.
18
As for the more creative communicative type skills such as business cor40,
This is not
but that the person who excels, or at least has the potential to excel academically, will quite probably have greater verbal competence than will.those who
A
sidered tfasic to secretaiial work, and therefore, the more experienced sedreJ
copying equipment being associated with tenure but not experience might be
that a person who 'hes worked with an organization for a number of years is
)(
fected the overall findings, such as the type of tasks, educational backgrqund
and even the age group that is drawn to thisstype of environment.
1 9
1 8
It is difficult to
ing improvement.
job levels, an
als seek^
Further,
11-
i>
It appeaes that
If'
Secondly, if certain
demographic variables are found to be cor,
this help cut cast by reducing turnover, but it could enable personner managers to know what kind of skill deficiencies or over-qualifications to ex,
the goodnes of fit between the sec etary and her tasks.
04'
19.
Appendix
Survey Questionnaiie
This research project seeks to determine perceived training needs of gecretarThe analysis will be based.on fhe
les across a broad spectrum ol organizations.
It will not be necessary to identify
collective responses of individuals.
please to not identAfy
any individuals who fill out this survey, therefore,
yourself by name anywhere on this survey.
If the results
dential.
The results of this project will be treated as co
organization and
otherwise
reported,,
the
name
of
this
were-to be published, or
its type of service would be omdtted.
/
THANK YOU
1.
PART I
Please answer the following questions by placing a mark by the answer that most
appropriately describes you.
1.
2.
/0
3.
3.
Educational background.'
5.
6.
Your age.
18-24
25-31
Less than 6 months
6 months to 2 years
Mdre than 2 years
Never
7.
32-38
39-44
45-50
51+
k.
Typing/filing/record keepin
Assistant to supervisor
Supervisor
Research/Investigation
20
PAI1T II
If a training pragram was offered, how would each of the following areas benefit you?
'Please respond by placing a mark in the box that most accurately describes your feelings.
Would be
Job Related
Areas or Skillq
of no
benefit
Typing
Would be
Would be
moderately
beneficial
Would bq
slightly
benericial
higFy
beneficial
Grammar
Shorthand/
Dictation
Filing Procedures/
Record Keeping
Business Correspondence
(authoring letters)
4
..
In-house Communication
,
.
Telephone Communication
Receiving and Screening
Visitors
Equipment Skills
Use of:,
,
Word Processor
.
Copying Equipment
Dictaphohe
Telephone
Other
Including the topics listed in gart II, and any ether job related areas you ean think
of, please rank-order the three you feel you would most benefit from.
rt
3.
2.
YES
On Saturdays
On a. Weekend Trip
..
...
NO
UNDECIDED
2 1
geferences
Balsley, I. W.
Personnel
Person-
SS
2 :3