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

ABSTRACT The study examines the differences between the traditional and modern career progression of graduates in Office Technology And Management. In carrying out this research work, the researcher reviewed related literature like textbooks, journals and past project, with internet facilities. The researcher found that: That modern way of processing information using word processor like computer, is preferable to the traditional method which uses manual typewriter, that the modern skill of disseminating information through electronic(e-mail) and other telecommunication gadgets have improved graduates performance than the traditional way of using post office and office messengers, that the modern way of storing information in computer and other electronic devices are more efficient than the use of files cabinet which is used in the traditional office. Based on the findings the following recommendations were made. That, the graduate should be upgraded with modern equipments, that the graduate should be trained on the modern procedure and they should avail them opportunity of refreshers course

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 commercial; activities. customer service and other

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

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

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.

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 Progression And The Modern Career Progression Career

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 Confidential Secretary Grade III Confidential Secretary Grade II GL 06 GL 07 GL 08

Confidential Secretary Grade I Senior Confidential Secretary Principal Confidential Secretary Assistants Chief Confidential Secretary Chief Confidential Secretary Confidential Secretary Grade IV

GL 09 GL 10 GL 12 GL 13 GL 14

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.

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

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

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

- 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

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

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

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

REFERENCES Aina, O.(1999). New Arison in the Vision and Mission of Business Education Toward 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.