PROSPECT AND PROBLEM OF MODERN OFFICE EQUIPMENT ON SECRETARIAL PROFESSION IN KWARA STATE
(A CASE STUDY OF MINISTRY OF EDUCATION, ILORIN AND KWARA STATE POLYTECHNIC, ILORIN)

BY

IDOWU SODIQ OLUWATOYIN
HND/23/OTM/FT/0081

BEING A PROJECT SUBMITTED TO THE DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT, INSTITUTE OF INFORMATION AND COMMUNICATION TECHNOLOGY, KWARA STATE POLYTECHNIC,ILORIN.

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE AWARD OF HIGHER NATIONAL DIPLOMA IN OFFICE TECHNOLOGY AND MANAGEMENT

JUNE, 2025

CERTIFICATION
This is to certify that this project research was carried by IDOWU SODIQ OLUWATOYIN with Matriculation Number HND/23/OTM/FT/0081 has been read and approved as meeting part of the requirements for the award of Higher National Diploma (HND) in Office Technology and Management.

________________________				_____________
MRS. JANET							DATE
(Project Supervisor)

________________________				_____________
MRS. E.M. ASONIBARE						DATE
(Head of Department)

________________________				_____________
MRS. E.M. ASONIBARE					DATE
Chairman Project Committee 

________________________				_____________
MR. IYIOLA M.A
External Examiner						DATE

DEDICATION
This project is dedicated to Almighty Allah (S.W.T), the Most Merciful, for His endless grace and guidance throughout my academic journey, and to Prophet Muhammad (S.A.W) whose teachings continue to inspire me. I lovingly dedicate this work to my wonderful parents, Comrade Kamiludeen Idowu (OGOOS) and Hajia Afusat Idowu, for their unwavering support, prayers, and sacrifices; to Alhaji Akewushola L. for being a mentor and father figure to me during his time in OTM Department and Kwara State Polytechnic as a whole, and to my humble self, Hon. Idowu Sodiq Oluwatoyin (OGOOS), for staying strong, focused, and resilient through every challenge. This is for all of you with love and gratitude.

ACKNOWLEDGMENT
All praise and thanks belong to Almighty Allah, the Most Gracious, the Most Merciful, for granting me life, strength, and the opportunity to complete this project. I also send my endless salutations and love to Prophet Muhammad (S.A.W), the best of mankind, whose teachings continue to guide my steps every day.
From the deepest part of my heart, I want to express my profound gratitude to my father, Comrade Kamiludeen Idowu (OGOOS). Daddy, thank you for everything you’ve done in my life. Your unwavering support, care, and love since my ND days till now have kept me going. Thank you for standing by me, for being my pillar. You’re truly the best my gee, my hero.
To my precious mother, Hajia Afusat Idowu thank you, Mummy, for the endless love, sacrifices, and prayers. Your support towards my education means the world to me. Much love, Wura Mi.
To my amazing siblings, especially my lovely sister Balikis Idowu, thank you for the love and support always. And to my adorable brother Abdulbaki Idowu, my last born, I love you dearly. May God continue to bless and protect you both.
To my wonderful supervisor, Mrs. Janet (Mummy Ajoke), thank you for your advice, your encouragement, and your kindness. You made this journey easier. God bless you abundantly, Ma. And to Mr. Yusuf Adanla, my best lecturer, thank you, sir, for your words of wisdom. I am deeply grateful. My appreciation also goes to Mrs. Okunade, my HOD Mrs. Asonibare E.M, and all lecturers in the Office Technology and Management department thank you all for your dedication and guidance.
A big shout-out to OTM HND 23 Class, all departmental executives, NAOSS (Ogun State) executives, IICT, SUG, off-campus executives, and ASUG members. Thank you all for having me in your midst and for making my journey colorful.
To my extended family Big Mummy, Small Mummy, Daddy Jamal, Mumcy Titilayo, Twins’ Father, my loving grandma and grandpa thank you all for your love and support.
To my second father and mentor, Alhaji Yusuf Hissa Amuda, CEO of Yusroh Biz Investment, thank you for believing in me and standing by me like a true father. Your mentorship has shaped my path.
To my beloved friends, mentors, and leaders in Kwara State Polytechnic Abdullah 001, Aremo Serdof, Obasco, Iba Jamal, Bella, Bouncer, CSO Muhideen, Educator, Mikky DC, Khaddy, Essence, Oloyede, Hikmot, Apalando, Sagacity, Delight, Independent, Jabata, Araba, Ariyo, MMK, Adedot, Bash, Dolapo, Fasola, Governor Popola, Sen. Akanbi, ATM, Olaitan, Fabulous, Don Kenny, Olatech, Tumise, Shifau, Special, Obama, Samokay, River in Paradise, Ajike Rofiat, Ajibola Kifayat, Enny Wealth, Anike, Ajike, Arike, Sis Kaosara, Shekinat, Sukurat, Abeke, All HND 22 OTM and all students from Accountancy, Banking, Business Admin, Public Admin, SLT, and others thank you for the love and energy.
Special appreciation to Team Success Debo, Tolu, Seyi, Lateef, Moyosore, Gbenga, Sunday, Tope, Kehinde, Shakur, Ota, Timmy Turner, Mido, Idowu, Daco Akinde, Pounds, and others. I love you all deeply. To all my hostel mates KB Better, Esther, Pressy, Ajoke my daughter, Olamide, Burna, Rahmot, Sis Balikis, Modinat, Jomi, Panama, Sis Misturah, Atata, Suraka, Anu, David, Shukurah, Ajoke, and others thank you for being my family away from home.
To my backbone, my peace, Niyilola Jumoke Abosede thank you for everything you’ve done. Words fail me, but my heart knows the depth of my gratitude. To Otaobayomi Qasim and Sodiq Asamu, my big brothers, thank you for your love and strength.
To all my cousins Jamal, Titilayo, Kanyinsola, the Twins, Yesirah, Qasim, Abdullah, Mosidat, Sis Toyin, Funmilayo, Bolu, Ife, Omo Onile, Quwam, Toyin, Nofi, Bose, Sunday, Azeezat and others thank you for your love. I love you all.
Special thanks to Sheu Muhammed (Origbemileke) a good brother to me and to Ozil, Badi, Diamond, Stonner, Ola Energy, Burner, Bella and all the amazing people of Brimstone, I salute you all with love. To Super (Abdul Malik, Ewa Father, Wigu, and others) thank you for your loyalty and love.
Special to Mubarak Focus Ajibola, 001 Oju, Tajudeen Oyede and all Bornue Guys, thank you all, I love you
To all my NAOSS OGUN brethren across Kwara State, I sincerely appreciate and celebrate you all. To: NAOSS OGUN Uni Ilorin, NAOSS OGUN Al-Hikmah, NAOSS OGUN CAILS, NAOSS OGUN KWASU, NAOSS OGUN Offa Poly, NAOSS OGUN GPCC, and all other NAOSS OGUN Chapters across Kwara State, thank you all for your unity, your brotherhood, and your constant support. You have made this journey meaningful and full of memories I’ll cherish forever. I am proud to be among such strong and amazing individuals.
Special greetings to the Federation of Awori Students Union (FASU) my love and gratitude go out to every single one of you. Thank you for holding it down and representing our heritage with pride.
To my brothers and sisters in the New Dawn Agenda (NDA), I deeply appreciate your courage and drive. Special accolades to the founder, Comrade Wasiu Oko Momi, for your vision, leadership, and the impact you’ve made. You are truly a pacesetter. And to Motun Cast, thank you for your love and support always I see you, I appreciate you, and I love you all.
Lastly, I want to appreciate my humble self-Ambassador, Senator, Honourable, Comrade Idowu Sodiq Oluwatoyin (Hon. OGOOS).
To myself, for the sleepless nights, for staying strong even when things were tough, for never giving up, for believing in the dream, and for walking this journey with determination and faith  I say thank you.
You’ve come a long way, and through it all, you remained resilient. May this milestone be the beginning of greater achievements. I am proud of you, OGOOS.
I cannot complete this acknowledgment without paying special tribute to my dear late friend, Adebayo Abdulqudus Ayobami, fondly known as Barry Money. Your memory lives on in my heart, and your support, laughter, and friendship remain unforgettable. You were more than a friend — you were a brother. Your passing left a void, but your legacy continues to inspire me every step of the way. This achievement is also yours, Barry. May Almighty Allah grant you Aljanat Firdaus. Gone but never forgotten
May God bless you all abundantly
With love,
Your Brother, Your Son, Your Friend.

TABLE OF CONTENTS
Title Page
Certification
Dedication
Acknowledgment
Table of Content
Abstract
CHAPTER ONE: INTRODUCTION
1.1	Background of the Study
1.2	Statement of the Problem
1.3	Objectives of the Study
1.4	Research Question
1.5	Significance of the Study
1.6	Scope of the Study
1.7	Limitation of the Study
1.8	Definition of Terms
CHAPTER TWO: LITERATURE REVIEW
2.1	Conceptual Framework
2.2	Theoretical Framework
2.3	Empirical Review
CHAPTER THREE: RESEARCH METHODOLOGY
3.1	Introduction
3.2	Research Design
3.3	Population of the Study
3.4	Sample and Sampling Techniques
3.5	Research Instrument
3.6	Method of Data Collection
3.7	Method of Data Analysis
CHAPTER FOUR: DATA PRESENTATION AND ANALYSIS
4.1	Introduction
4.2	Data Presentation
4.3	discussion of Findings
CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1	Summary
5.2	Conclusion
5.3	Recommendations
	References
	Questionnaire

ABSTRACT
This study investigates the prospects and problems of modern office equipment on the secretarial profession, using the Ministry of Education, Ilorin, and Kwara State Polytechnic as case studies. The research examines how technological advancements such as computers, printers, photocopiers, and office software have influenced the efficiency, productivity, and relevance of secretaries in modern workplaces. Data were collected through structured questionnaires administered to 60 respondents across both institutions. The findings revealed that while modern office equipment significantly enhances secretarial functions by improving accuracy, speed, and communication, challenges such as inadequate training, poor maintenance, and limited access to equipment still hinder optimal utilization. The study concludes that adequate investment in training and infrastructure is essential to fully harness the benefits of modern office equipment in the secretarial profession. Recommendations include regular training, timely equipment servicing, and strong institutional support for technology integration in office operations.
CHAPTER ONE
INTRODUCTION
1.1	Background of the Study
A secretary is an executive assistant who has mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgment and makes decisions within the scope of assigned authority (Akinleye, 2012). A secretary is as an officer, who is in charge of records, correspondence, minutes of meetings, and related affairs of an organization. A secretary assists his boss and equally acts for the boss when directed. The secretary must accurately think and act fast especially in an automated office. Anderson in Oguejio and Nwogu (2014) saw a secretary as one who can think for you, act for you, anticipate your whims, and increase your output phenomenally. According to Abdul-Kahar (2015) any institution, primary; secondary or tertiary; large or small; rural or urban; government or state owned and privately sponsored; gather data to expedite action and to furnish information about office activities. On the early days the secretarial profession was limited to typing, writing and transcribing of Shorthand only. But today, it is far beyond this, it involved functions as sorting and retrieving of information, passing on information and so on with the help of manual electronic equipment by a secretary. It means that a qualified secretary should have a wide knowledge of business acumen, versatile knowledge in accounting, personnel, office practice, communication and inside knowledge of the operation of all departments within the organization where he works, unlike a half-baked secretary who possesses only knowledge of shorthand, typewriting and basic office practices. Therefore, secretaries, irrespective of their gender and where they work, are required to possess electronic records modern technology skills in order to cope with the increasing use of electronic information technologies.
Modern technology skills such as word processing skills, computer appreciation skills, internet skills, data processing skills and others are essential and are required to be possessed by secretaries because an organization cannot exist without records which have to be created and captured, retained for the period as specified by the organization’s retention schedule. Finally, when records become inactive, they have to be disposed appropriately. All these are anchored on the secretary. Duniya (2018) observed that due to the introduction of sophisticated technological (electronic) office equipment into today’s office and the role secretaries need to play in ensuring accuracy and efficiency in their jobs, the secretaries need to meet the challenges by acquiring new skills and competencies for efficient operations in the electronic office. There is continuous advancement in technology which has affected the secretarial profession in terms of the quality, speed and accuracy of works performed. This has led to the introduction of various electronic facilities to ensure adequate secretarial practice in organization. It is essential that secretaries are properly trained on the usage of these modern facilities to enhance their level of productivity. Before the advent of modern technology, professionals in the field of Office Technology Management deal a lot with paper work and the typewriter serves as the working tool. In recent time, modern technology has introduced a new dimension to the field through computer and other electronic devices that give the profession a day to day transformation. Moreover, modern technologies also known as information communication technology and New Technologies are the new technological inventions by scientists to enhance communication. It involves all the sophisticated machines and equipment invented around 21st century for easy gathering, processing and transmission of information across the globe and for easy communication between people (Chidobi, 2015). Chidobi stated further that Communication Technologies are equipment such as: computers, audiovisuals, internet facilities, multimedia computers, e-mail, electronic bulletin board etc. that enables information to be transferred from the sources to the users which tried to overcome natural barriers to information transferred like speed and distance. In some cases, these communication technologies may be available but not well utilized by the secretaries due to lack of knowledge and skills of modern technologies gargets.
The secretarial profession has undergone significant transformation over the years, primarily due to advancements in technology. One of the most influential changes in this profession is the introduction of modern office equipment. These tools, ranging from computers to fax machines and printers, have revolutionized the way administrative tasks are conducted, allowing for faster, more efficient operations (Adebayo, 2019). In today’s digital era, the ability to handle modern office equipment is essential for secretaries to perform their roles effectively. As the workplace continues to evolve, it becomes increasingly important to understand the impact of these advancements on the secretarial profession, particularly in educational institutions like the Ministry of Education, Ilorin, and Kwara State Polytechnic.
At the Ministry of Education, Ilorin, and Kwara State Polytechnic, modern office equipment plays a critical role in ensuring the smooth functioning of administrative tasks. Both institutions rely heavily on technology for tasks such as student record management, correspondence, and administrative reporting. However, there are concerns regarding the high costs of acquiring and maintaining these tools, as well as the need for constant updates to keep up with technological advancements (Olaniyan & Ige, 2018). As such, it is important to assess the prospects and challenges faced by secretaries in adapting to these technological changes, particularly in government and educational sectors.
Despite the clear benefits, many secretaries in these institutions face challenges in fully utilizing modern office equipment. These challenges include insufficient training, lack of technical support, and the complexities involved in operating advanced systems (Ibrahim, 2021). Additionally, some secretaries struggle with adapting to the rapid pace of technological change, which sometimes leads to frustration and decreased job satisfaction. This study aims to explore both the positive prospects and the problems associated with modern office equipment in the secretarial profession, focusing on its implications for office management in the Ministry of Education, Ilorin, and Kwara State Polytechnic.
This research is significant as it will provide insights into how the introduction of modern office equipment has affected the work of secretaries in these institutions. Understanding these effects will help in developing strategies to enhance the efficiency of secretarial staff through proper training and support. Furthermore, the findings could guide future investments in office technology and help address the challenges that come with it, ensuring that secretaries are better equipped to handle their tasks in a technology-driven environment.
1.2	Statement of the Problem
The introduction of modern office equipment has significantly impacted the secretarial profession, bringing both benefits and challenges. While these tools have increased productivity, improved communication, and streamlined administrative tasks, there are still considerable obstacles faced by secretaries in educational institutions such as the Ministry of Education, Ilorin, and Kwara State Polytechnic. Many secretaries in these institutions struggle to fully utilize these technologies due to inadequate training, lack of technical support, and the high costs associated with acquiring and maintaining modern office equipment. As a result, despite the potential for improved efficiency, some secretaries experience challenges in adapting to the rapid technological changes, which may hinder their ability to perform their roles effectively.
Additionally, there is a gap in understanding the full impact of modern office equipment on the secretarial profession, particularly in terms of its effect on job satisfaction, work efficiency, and overall administrative performance in these institutions. While some studies have explored the role of office technology in improving productivity, few have specifically addressed the challenges faced by secretaries in the Nigerian context, particularly in the education sector. This study aims to fill this gap by examining both the prospects and problems associated with modern office equipment, providing valuable insights into how these technologies can be better utilized and supported in the Ministry of Education, Ilorin, and Kwara State Polytechnic.
1.3	Objectives of the Study
i.	To assess the benefits and prospects of using modern office equipment in improving the productivity and efficiency of secretaries.
ii.	To identify the challenges faced by secretaries in the adoption, training, and effective use of modern office equipment in these institutions.
iii.	To examine the impact of modern office equipment on job satisfaction and performance in the secretarial profession.
1.4	Research Questions
i.	What are the prospects of using modern office equipment in enhancing the productivity and efficiency of secretaries? 
ii.	What challenges do secretaries face in the adoption and effective use of modern office equipment in these institutions?
iii.	How does the use of modern office equipment impact job satisfaction and overall performance in the secretarial profession?

1.5	Significance of the Study
This study is significant as it provides valuable insights into the impact of modern office equipment on the secretarial profession, specifically within the Ministry of Education, Ilorin, and Kwara State Polytechnic. By exploring both the benefits and challenges associated with these technological advancements, the study will contribute to a better understanding of how these tools affect productivity, job satisfaction, and overall work performance. The findings will be useful for policymakers, educational administrators, and secretarial staff, guiding decisions regarding training programs, technology investments, and administrative practices. Additionally, the research can serve as a foundation for further studies on technology adoption in the administrative sector, particularly in educational institutions.
1.6	Scope of the Study
The scope of this study is limited to the secretarial profession in two specific institutions: the Ministry of Education, Ilorin, and Kwara State Polytechnic. The study will focus on the impact of modern office equipment such as computers, printers, fax machines, and other digital tools on the productivity and efficiency of secretaries in these institutions. It will also examine the challenges faced by secretaries in adapting to these technologies and how such challenges affect their job satisfaction and performance. The research will cover a period of two years (2023-2025), and data will be collected from a sample of secretaries working in both institutions.
1.7	Limitation of the Study
This study may face several limitations. Firstly, due to time and resource constraints, the research will be limited to only the Ministry of Education, Ilorin, and Kwara State Polytechnic, which may not fully represent the experiences of secretaries in other government or educational institutions in Nigeria. Secondly, the study relies on self-reported data from surveys and interviews, which may be subject to bias or inaccuracies. Additionally, the study may encounter challenges in accessing relevant documents or data due to administrative restrictions. Despite these limitations, the study will provide valuable insights into the impact of modern office equipment on secretarial work in the selected institutions.
1.8	Definition of Terms
Modern Office Equipment: Refers to advanced technological tools and devices used in administrative work, such as computers, printers, fax machines, photocopiers, scanners, and other digital communication and documentation systems.
Secretarial Profession: A professional role primarily focused on administrative tasks such as document management, communication, scheduling, record-keeping, and supporting managerial activities within an organization.
Productivity: The measure of how efficiently and effectively secretaries complete their tasks and responsibilities, often related to time management, output, and quality of work.
Job Satisfaction: The level of contentment and fulfillment that secretaries derive from their work, influenced by factors such as working conditions, compensation, role clarity, and the tools they use.
Adoption of Technology: The process by which secretaries become acquainted with and integrate modern office equipment into their daily tasks, including the skills and training necessary to use these technologies effectively.

CHAPTER TWO
LITERATURE VIEW
2.1	Conceptual Framework
•	The Concept of Secretarial Profession
•	Evolution of Office Equipment
•	Modern Office Equipment and Their Role in the Secretarial Profession
•	The Secretary and Technological Development
•	Challenges Posed by Modern Technology
•	Expectations from modern secretarial professionals
2.2.1	The Concept of Secretarial Profession
The secretarial profession has long been recognized as an essential pillar in organizational operations, providing crucial administrative support to managers and executives. Traditionally, the role of a secretary was limited to taking dictation, handling correspondence, and maintaining files (Oladipo, 2018). However, with the advancement of technology and changes in workplace dynamics, the secretarial profession has evolved significantly. Today’s secretaries are expected to be versatile, tech-savvy, and capable of performing a wide range of administrative and managerial functions.
According to Eze (2019), the modern secretary is no longer confined to clerical tasks but is also involved in decision-making processes, data management, and coordination of office activities. This transformation has redefined the profession, making it more dynamic and integral to the success of any organization. The modern secretary must possess not only technical skills but also communication, problem-solving, and organizational skills to thrive in today’s work environment. Secretaries are often considered the backbone of effective office administration. They act as the link between different departments, manage sensitive information, and ensure that organizational goals are achieved through timely and efficient communication (Akinbode & Fatai, 2020). In educational institutions such as the Ministry of Education and Kwara State Polytechnic, secretaries play a vital role in student record keeping, scheduling, correspondence, and policy implementation.
The development of secretarial education has also contributed to the professionalization of the field. Many polytechnics and universities now offer courses in Office Technology and Management, equipping students with both theoretical knowledge and practical skills required in modern administrative settings (Abubakar, 2021). These training programs emphasize the use of modern office equipment, digital tools, and customer service practices, preparing graduates to meet the demands of the evolving work environment. In the Nigerian context, the secretarial profession is gradually gaining the recognition it deserves. While the role was once undervalued and considered subordinate, it is now viewed as a specialized field requiring formal education and continuous professional development (Chukwuemeka, 2018). The increasing complexity of office operations has made it necessary for secretaries to acquire additional qualifications and engage in lifelong learning to remain relevant in the workforce.
Despite these developments, the profession still faces challenges such as inadequate recognition, limited career advancement opportunities, and outdated perceptions about the role of secretaries. Many organizations, especially in the public sector, still operate under traditional administrative systems that limit the potential of modern secretaries (Okonkwo, 2020). As a result, there is a need for continuous advocacy and reform to fully integrate the secretarial profession into strategic planning and decision-making processes.In conclusion, the concept of the secretarial profession has expanded beyond routine clerical duties to encompass a wide range of administrative and managerial responsibilities. The modern secretary is a multi-skilled professional whose contribution is vital to the smooth functioning of any organization. With the right training, support, and access to modern office equipment, secretaries can significantly enhance organizational productivity and efficiency (Ibrahim, 2022). As this profession continues to evolve, so must the structures and policies that govern it, particularly in institutions like the Ministry of Education and Kwara State Polytechnic.
2.2.2	Evolution of Office Equipment
The development of office equipment has played a critical role in shaping the secretarial profession and enhancing administrative efficiency. In the early days of office work, administrative tasks were carried out manually using basic tools such as typewriters, carbon papers, filing cabinets, and duplicating machines (Oladipo, 2018). These tools, though innovative at the time, required a great deal of effort and time, often limiting productivity and accuracy. Secretaries had to master the art of typing, shorthand, and manual filing systems to function effectively in their roles. The first major shift in office equipment came with the introduction of electric typewriters and early word processors in the mid-20th century. These innovations helped to reduce the physical strain of typing and allowed for faster document production (Eze, 2019). The word processor, in particular, enabled editing and formatting documents with ease, thereby improving the quality of office communication. This marked the beginning of the digital transformation of administrative tasks and laid the groundwork for more sophisticated office tools.
With the advent of the personal computer in the 1980s and 1990s, office work underwent a revolution. Computers brought with them advanced software applications such as Microsoft Word, Excel, and PowerPoint, which transformed how secretaries created documents, managed data, and prepared presentations (Abubakar, 2021). This development significantly increased productivity and enabled secretaries to handle more complex tasks, thus expanding their responsibilities within organizations. In addition to computers, other modern office equipment such as scanners, photocopiers, fax machines, and multi-functional printers emerged, streamlining document handling and communication processes. These machines allowed for the rapid duplication, transmission, and storage of documents, reducing the dependency on manual labor and paper-based systems (Akinbode & Fatai, 2020). The use of emails and digital communication platforms further enhanced real-time correspondence, even across long distances, making the office more connected and efficient.
The 21st century has seen an even greater leap in office technology, with the incorporation of cloud computing, wireless networks, video conferencing tools, and artificial intelligence (AI). These technologies have introduced a new era of remote work, digital collaboration, and smart office systems. Secretaries are now expected to manage virtual meetings, organize cloud-based files, and operate sophisticated software for scheduling and project management (Ibrahim, 2022). This evolution has redefined the secretarial role from a clerical assistant to a tech-enabled administrative professional. Despite these advancements, the rapid pace of technological change presents a challenge for many secretaries, especially in public institutions where access to modern tools and training may be limited. In places like the Ministry of Education, Ilorin, and Kwara State Polytechnic, secretaries may still rely on outdated equipment due to budget constraints and poor infrastructure (Chukwuemeka, 2018). This underscores the need for continuous investment in office technology and staff development to bridge the gap between technological potential and practical implementation.
2.2.3	Modern Office Equipment and Their Role in the Secretarial Profession
Modern office equipment refers to technologically advanced tools and devices used in administrative tasks to improve efficiency, accuracy, and communication in the workplace. In the secretarial profession, these tools have significantly transformed the way secretaries perform their duties, shifting from manual to automated processes. Common examples of modern office equipment include computers, printers, scanners, photocopiers, projectors, telephone systems, fax machines, and more recently, internet-enabled devices, cloud-based software, and video conferencing tools (Eze, 2019).
Computers are perhaps the most vital piece of modern office equipment for secretaries. They enable the creation, editing, storage, and retrieval of documents with ease and speed. With the use of Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint, secretaries can prepare reports, manage correspondence, schedule appointments, and perform data analysis (Abubakar, 2021). These functions, which were once time-consuming when done manually, are now completed efficiently and with greater accuracy.
Printers, photocopiers, and scanners have also revolutionized office documentation. Secretaries can now produce multiple copies of documents, scan files for electronic transmission, and maintain both hard and soft copies for record-keeping purposes. This advancement reduces physical storage needs, promotes quick access to files, and enhances the overall documentation process (Ibrahim, 2022). Moreover, multi-functional devices that combine printing, scanning, and faxing functions into one machine have further simplified office tasks.
Communication tools such as intercoms, telephones, fax machines, and internet-enabled devices play a crucial role in modern secretarial functions. Secretaries now use emails, instant messaging, and video conferencing platforms like Zoom and Microsoft Teams to communicate with colleagues, clients, and management both within and outside the organization (Oladipo, 2018). This has made communication faster, more efficient, and cost-effective, especially in organizations with multiple branches or departments.
Projectors and presentation equipment are also essential for secretarial professionals who support management in meetings, training, and conferences. With these tools, secretaries can assist in preparing and displaying presentations, organizing virtual meetings, and recording minutes (Akinbode & Fatai, 2020). This adds value to their role as administrative assistants and enhances their professional capabilities.
In addition to physical equipment, secretaries now rely heavily on digital tools and software such as Customer Relationship Management (CRM) systems, file-sharing platforms like Google Drive and Dropbox, and calendar management tools. These technologies help in organizing tasks, tracking performance, and collaborating with teams, making secretaries indispensable to the smooth functioning of an office (Chukwuemeka, 2018).
2.2.4	The Secretary and Technological Development
The use of digital technologies in modern offices has been extensive and demanding. These technologies have greatly contributed to the success of secretarial operations by assisting professionals in relieving executives of their workload, generating documents that can be sent by mail, and managing incoming and outgoing correspondence. Furthermore, the use of mobile and landline phones has significantly facilitated the secretary in fulfilling her conventional responsibilities such as collaborating with the boss, receiving and assisting visitors, scheduling appointments and engagements, making travel and accommodation arrangements, and more. Ezeano, Ezeano, and Isineye (1994) noted that modern secretaries can enhance their productivity in a busy office by utilising word processing technology. This allows them to delegate the repetitive tasks involved in document publication, freeing up their time to focus on more important aspects such as accuracy, coverage, and non-routine functions. Digital tools enhance their ability to organise data, cooperate with coworkers, and create superior documents with greater efficiency. Additionally, these tools facilitate remote work and virtual collaboration by enabling interaction with colleagues, clients, and superiors through virtual meetings, emails, and chat applications. This presents both new opportunities and challenges in the field of communication.
Azih (2016) highlighted that the advent of Information Communication and Technology has impacted the responsibilities assigned to graduates of secretarial studies, since traditional office technologies have been steadily replaced by modern technologies. She observed that ICT is utilised to enhance the delivery and accessibility of efficient and effective office management, thereby improving the comprehension of secretarial practices and functions. This, in turn, enhances the quality of secretaries' work attitude and increases their influence on office management.
Despite the significant advancements and enhancements in technology, the demand for secretaries remains high. The CIPD (2020) observed that the latest technological revolution has had a widespread impact on how organisations generate value and the manner in which individuals perform, encompassing all industries, economies, and segments of society (WEF, 2019). Advancements in artificial intelligence (AI), more digitization, and the rise of big data have led to the development of new technologies that can help with more intricate jobs. These technologies have the potential to enhance existing roles and potentially alter the way work is done. Employers are investing in new technologies to improve business performance by enhancing quality and reducing costs. However, it is important to consider the impact of these technologies on people's jobs and working lives, especially as technology continues to play a larger role in modern work. The vast majority of surveyed employees expressed scepticism regarding the automation of either a portion (72%) or the entirety (91%) of their job within the next 12 months. However, less than 30% of employees who anticipated some level of automation in their roles have received training to adequately prepare for this impending change. 32% of employees who predicted a certain level of automation also anticipated enhancements in their job quality. This highlights the necessity for office professionals to collaborate closely with IT in order to guarantee that they are equipped with the necessary tools to work efficiently from any location.
Technological developments enhance the efficiency of professional secretaries by automating monotonous and repetitive tasks, but they cannot replicate the creative and critical thinking abilities of humans. Duncan (2011) noted in Ngotngamwong (2019) that proficient Executive Assistants (EAs) provide significant advantages to executives by effectively handling delegated high-level jobs, allowing executives to focus on more crucial responsibilities and living a more fulfilling lifestyle. He stressed the importance of CEOs having Administrative Assistants (AAs) as it typically leads to increased productivity and better preparation. Additionally, new managerial recruits greatly benefit from experienced AAs who act as reverse mentors, assisting and instructing them as they adjust to their new positions. According to Barmak (2013), they have also been described as 'amazing' and can serve as a valuable assistant to executives. EAs execute delegated authority, thereby minimising the distractions of high-ranking executives and effectively serving as gatekeepers for them (Help Your Execs by Decreasing Distractions, 2009). According to a study conducted in the UK, CEOs who had Personal Assistants (PAs) were found to be 32% more productive. The study also concluded that hiring PAs was a very cost-effective approach (Licence to Strategise, 2012).
2.2.5	Challenges Posed by Modern Technology
Considering the rapid technological progress worldwide, Li (2022) emphasised the importance of individuals and companies dedicating themselves to acquiring new skills and improving existing ones. Career development is becoming a crucial aspect of the future workforce, and it requires significant efforts to ensure that reskilling and upskilling opportunities are accessible, widely available, and affordable for employees. According to the Future of Jobs Report 2020 by the World Economic Forum, it is projected that by 2025, half of all employees worldwide will require reskilling. This projection does not include individuals who are currently unemployed. The report also highlights that even before the COVID-19 pandemic, advancements in automation and new technologies had already significantly changed the job market. As a result, there is a pressing need for widespread up skilling and reskilling. This need has become even more crucial in order for individuals to take advantage of opportunities and contribute to the economic development of the 21st century.
Introducing new technology in the workplace without adequately considering the people involved can have a detrimental effect on the long-term performance of the organization. Factors such as the complexity of the job, the utilization of skills, and the autonomy of workers play a significant role in determining the success of technology in supporting strategic objectives. The relationship between technology and the human experience and organisational performance is interconnected, as developing technologies have the capacity to affect job quality in both beneficial and detrimental ways. The prevalence of alternative employment models has increased due to the growing use of digital platforms and technology-enabled remote working, leading to a greater dependence on contingent labour. Occupations are getting more intricate and captivating, offering enhanced educational prospects and heightened independence for individuals (People and machines: from hype to reality). Business executives need to transition from the conventional approach of emphasising redundancies and job automation to prioritising reskilling, redeployment, and job reinvention (HR4.0, 2018).
In addition, the implementation of technology that allows workers to have more flexible work arrangements may lead to decreased job stability and increased stress due to the merging of work and personal life. The CIPD (2020) emphasised that it is crucial for modern office professionals to prioritise understanding the effects of technology on work and the workforce. They have a critical responsibility in comprehending the human consequences of utilising various technologies. The advent of AI and automation is revolutionising the nature of work. However, in order to fully reap the benefits, it is crucial to effectively manage and support individuals. This entails enabling them to adjust to evolving job responsibilities, acquire new skills if required, and address any apprehensions they may have regarding the limitations of technology. Fasae (2023), emphasizing on the continuous relevance of the professional secretarial practitioner in the 21st Century, outlined, among others, the following as essential skills to be possessed:
(a) Knowledge, Skills, and Abilities: The secretarial professional should possess electronic communication competencies, skills, knowledge and abilities for effective job performance. 
(b) Continuous learning: As an intellectual, the secretary should be continue to learn and relearn and be more knowledgeable and versatile in his basic functions, able to utilize office technology skills and ICTs for efficient operations within the organization and outside. He needs to read wide to gain more relevant knowledge in fields relevant to her field such as fields of information and communication, data management, data security, among others. Idoko (2023) also submitted that continuous learning and adaptation are necessary to keep up with evolving technological tools. 
(c) Ergonomic Practice. The need to practice ergonomics becomes imperative because of the heavy and frequent use of technologies which demand that the working environment is well organized and structured in order to avoid injuries, discomfort, pain, muscular fatigue, numbness, tingling, burning feeling, heaviness, weakness, or clumsiness, among others, in the hands caused by stress or repeated tasks involving the use of computers, office equipment, or current office technology 
Furthermore, Idoko (2023) submitted that there should be: 
-	open communication and collaboration between technology users and secretarial staff; 
-	a balance between modern technology and secretarial practice to maximize productivity; 
-	an embrace of technology as a tool to enhance secretarial practice. 
-	effective utilization of technology and leveraging secretarial skills for harmonious workplace; and - continuous evolving and adaptation to the digital era in order to meet up with technological disruptions and advancements.
2.2.6	Expectations from modern secretarial professionals
In order to meet the needs of reskilling and up skilling, it is imperative for the contemporary secretarial professional to anticipate future developments in their field and take proactive measures to address any challenges. It is important to recognize that new skills will constantly emerge and evolve. Nwaobiakara and Amasike (2014) stated that we are currently in the information age, when knowledge is highly valued and considered a crucial resource for business and technology. They emphasized that technology serves as a means to efficiently deliver relevant information to individuals when they need it. The office professional should therefore seize the opportunity to adapt to each circumstance that arises. The following are expectations from the modern secretarial professional:
Awareness of Digital Skills: Ocholi, Aina, and Ezeani (2022), in agreement with Olaopa (2015), emphasised that secretaries must first comprehend the digital skills that are most relevant to their profession and industry. This understanding is crucial as it ensures their career longevity upon securing employment and minimises the likelihood of being replaced by automation. With the increasing dependence on digital communication, secretaries must stay updated with the required abilities. It is important to recognise that the skills needed will keep changing as digital transformations continue to evolve. It is crucial for secretaries to acquire and continually enhance their fundamental digital skills in order to stay up-to-date with the most recent advancements.
Upskilling: Fasae (2023) emphasised the significance of having digital skills in the contemporary business climate and future workplace. This is due to the emergence of new work opportunities resulting from technological improvements, which will create a demand for professionals who possess the ability to adapt and acquire new skills. She concurred with Iberdrola (2021) that digital skills encompass more than just acquiring and developing technological abilities. They also require gaining knowledge, values, attitudes, rules, and ethics related to information and communication technology (ICT) in order to maximise the benefits of technology. According to Oliseh (2010), the ever-changing nature of office work due to rapid technological advancements should enable secretaries to broaden their intellectual horizons. This will allow them to adapt to new career opportunities that are emerging as a result of the increased usage of advanced technology in modern office settings.
Demonstrate Technological Competence: Rae (2021) stated that upcoming secretaries are need to exhibit technological proficiencies in utilizing laptops and smart gadgets for carrying out secretarial or word processing duties on a daily basis. Proficiency in utilizing contemporary office equipment to efficiently transmit and receive information in the most suitable, expedient, and dependable manner is crucial in the contemporary and future workplace. These technologies are anticipated to enhance secretaries' job performance in various areas such as record keeping, memo/letter writing, cooperation, image creation, data retrieval, information sharing, efficient decision-making, email communication, and data collection, among other tasks.
Deepening Their Technical Skills: It is imperative for every secretary to cultivate a growth mindset since technology advancements will persistently progress. According to a study conducted by the UK Study Centre (2021), a secretary who possesses a growth mindset will be capable of addressing the skills gap and generating more stimulating career prospects for themselves in the contemporary or future workplace. The report emphasised the importance of providing comprehensive training to secretaries in order to provide them with the necessary tools, technology, and digital skills to succeed in the office, especially considering the increasing prevalence of remote work and the ever-evolving nature of technology. Iberdrola (2021) stated that digitization does not hinder social and economic progress, but instead promotes prosperity, social equality, and a more competitive economy. As the digital revolution transforms traditional workplace roles and creates new jobs, there is an urgent requirement for secretaries to enhance and expand their technical skills in order to improve work quality, foster creativity, and maintain employability. Providing training to secretaries on digital skills is an essential element in staying abreast of the increasing trend of remote working and the rapidly evolving technology industry.
The contemporary technologically proficient secretary utilises a range of devices including telex machines, email systems, word processors, computers, dictation machines, mobile and landline telephones, duplicating machines, photocopiers, fax machines, and printing machines. In addition, they employ software applications such as Microsoft Word, Microsoft Outlook, Microsoft Access, and Microsoft Excel spreadsheets to improve their work. All of the aforementioned tools are utilised for the purpose of processing information, possessing the ability to swiftly access, input, process, and generate output.
Demonstrate effective Leadership: Leadership is a crucial attribute that the contemporary office professional must possess. The secretary is expected to contribute to the successful management of a modern office by their leadership qualities, expertise and awareness of office technology, and their capacity to adapt to change. The study conducted by Li (2022) examined the process of reskilling and upskilling for the workforce in preparation for the future, namely in the era of Industry 4.0 and beyond. The study discovered that by 2025, some of the increasingly important talents will include technology-related abilities, cognitive reasoning, and leadership proficiency. The CIPD has emphasised the importance of professional secretaries taking on strategic and active leadership roles in the process of designing and implementing workplace changes that involve technology. They should also serve as influential advocates within the organisation, particularly when it comes to decisions about investing in new technology. This requires a deep understanding of the human aspects of technology use and the ability to positively influence the success of any changes by effectively communicating the views and challenges raised by employees to other senior leaders.
Given the significance of the office professional, every organisation utilises information technology to process data and deliver up-to-date and precise information to management. Additionally, every organisation requires secretaries who possess the ability to access, interpret, process, and effectively utilise information. The secretary plays a crucial role in the process of organisational development.
2.2	Theoretical Framework
2.2.1	The Technology Acceptance Model
The origins of the TAM came from Ajzen and Fishbein’s in 1980. It is called theory of reasoned Actions (TRA). The TAM was specifically developed with the primary aim of identifying the determinants involved in computer acceptance in general; secondly, to examine a variety of information technology usage behaviors; and thirdly, to provide a parsimonious theoretical explanatory model (Bertrand and Bonchards, 2008). The theory posits that beliefs and attitudes are related to individual’s intentions to perform. According to TRA, attitude towards behavior is determined by behavioral beliefs about the consequences of the behavior (based on the information available or presented to the individual) and the effective evaluation of those consequences on the part of the individual. Introduced and developed by Davis (2009) Pristine, the TAM is a model that addresses the issue of how users come to accept and use a technology. There are two specific variables, perceived usefulness and perceived ease of use, which are hypothesized to be fundamental determinants of user acceptance. The TAM posits that user’s behavioural intentions determine actual technology acceptance. Behavioural intentions will be influenced by the user’s attitude towards technology. Davis (2009) stated that perceived usefulness and perceived ease of use are beliefs that lead to favorable attitudes and intentions to accept and use technology. However, this study hinge on this model.
The theory reveals that perceived usefulness played a major role in determine student’s intention to use ICT facilities. Perceived usefulness and perceived ease of use fully mediated the impact that information quality and system quality had on behavior intention. The theory specifies among perceived usefulness, perceived ease of use, attitudes towards use and behavioural intention to use technology. This theory is relevant to this research study because the student can have perceived the likely benefits they would derive for undergoing Business Education programme as well as their intention for self-reliance, income generation and employer of labour towards entrepreneurial development. Thus, Secretaries must have intention to think about organizing the activities required to achieve a desired goal taking into consideration the challenges and protects attached to secretarial professions.
2.3	Empirical Review
Several empirical studies have been conducted to explore the impact, challenges, and prospects of modern office equipment on the secretarial profession, especially in Nigeria. These studies provide valuable insights into how technological advancements have transformed secretarial duties and the working environment in both public and private sectors.
In a study by Oladimeji (2019) titled “The Impact of Modern Office Equipment on Secretarial Productivity in Government Establishments in Lagos State”, findings revealed that the use of modern tools such as computers, printers, and internet services significantly improved the productivity and efficiency of secretaries. The study noted that secretaries who were proficient in the use of office technologies completed their tasks faster, made fewer errors, and contributed more effectively to organizational success. However, the study also highlighted the lack of adequate training and regular maintenance of equipment as a major drawback in some government offices.
Similarly, Afolabi and Uche (2020) conducted a comparative study on “Traditional and Modern Office Equipment: A Study of Their Effects on Secretarial Work in Nigerian Polytechnics”. The research compared institutions that had upgraded to modern systems with those still using traditional equipment. The results showed a significant difference in output and job satisfaction. Secretaries in modernized institutions reported a higher level of motivation and job performance, while those using outdated equipment expressed frustration and inefficiency. The study recommended that all educational institutions should invest in modern office infrastructure and continuous staff training to remain competitive.
Furthermore, Adeyemi and Salami (2021) explored “The Role of Digital Literacy in the Use of Modern Office Equipment by Secretaries in Public Institutions”. This study emphasized the importance of digital skills and found a direct relationship between secretaries’ digital competence and their effective use of modern office tools. It was observed that many secretaries in public institutions like the Ministry of Education and polytechnics lacked sufficient training in modern technologies, limiting their ability to fully utilize available resources. The authors recommended government policies that would mandate digital literacy training and provide access to updated equipment.
A more recent study by Ibrahim (2022) titled “Modern Office Technology and the Changing Role of Secretaries in the 21st Century” focused on the evolving job descriptions of secretaries in technologically advanced work environments. The study concluded that modern office equipment has transformed secretaries into administrative professionals with expanded roles in communication management, information processing, and project coordination. The study advocated for the redefinition of the secretarial curriculum in tertiary institutions to reflect current workplace realities.
Collectively, these related studies highlight a common trend: modern office equipment enhances secretarial efficiency, productivity, and job satisfaction when used appropriately. However, a recurring challenge is the gap in training, funding, and maintenance, particularly in public institutions. This emphasizes the need for more focused attention on infrastructure development and capacity building for secretaries, especially in institutions like the Ministry of Education and Kwara State Polytechnic, Ilorin.

CHAPTER THREE
RESEARCH METHODOLOGY
3.1 	Introduction
This chapter describes the methods and procedures used in conducting the research. It focuses on the research design, population of the study, sample and sampling techniques, method of data collection, research instrument, validity and reliability of the instrument, method of data analysis, and ethical considerations. The aim is to ensure that the research findings are based on objective and scientifically sound procedures.
3.2 	Research Design
The research adopted a descriptive survey design. This method was chosen because it enables the researcher to gather, analyze, and interpret information about the current status of the variables under study. It is also appropriate for assessing the opinions, attitudes, and perceptions of secretaries on the use of modern office equipment and its impact on their profession.
3.3 	Population of the Study
The population of the study comprised all secretarial staff and administrative officers working at the Ministry of Education, Ilorin and Kwara State Polytechnic. This population was selected because it provides relevant insights into how modern office equipment affects secretarial work in both governmental and educational institutions.
3.4 	Sample and Sampling Technique
A total of 60 respondents were selected from both the Ministry of Education and Kwara State Polytechnic using purposive sampling technique. This technique was used to ensure that only respondents who are directly involved in secretarial and administrative duties, and who use office equipment regularly, were selected for the study.
3.5 	Research Instrument
The main instrument for data collection was a structured questionnaire titled “Modern Office Equipment and the Secretarial Profession Questionnaire (MOESPQ)”. The questionnaire was divided into two sections:
•	Section A: Demographic data of respondents
•	Section B: Questions related to the use, advantages, challenges, and prospects of modern office equipment in the secretarial profession.
The response format used was a three-point Likert scale: Yes, No, and I Don’t Know.

3.6 	Method of Data Collection
The researcher personally administered the questionnaires to the respondents during office hours with the help of an assistant. This method ensured a high return rate and allowed for immediate clarification of questions where necessary. Respondents were given adequate time to complete the questionnaires before retrieval.
3.7 	Method of Data Analysis
Data collected were analyzed using descriptive statistics such as frequency counts and percentages. This method was considered appropriate because it allows for a clear presentation of the data and helps in making objective interpretations based on the research questions.

CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
4.1 Introduction
This chapter presents and analyzes the data collected from the respondents through the administered questionnaire. It includes demographic information and responses to research questions on the prospects and problems of modern office equipment in the secretarial profession.
4.2 DATA PRESENTATION
SECTION A: DEMOGRAPHIC DATA
Table 1. Gender
Gender	Frequency	Percentage (%)	
Male	22	36.7%	
Female	38	63.3%	
Total	60	100%	
Source: Research Survey, 2025
The data shows that females make up the majority (63.3%) of the respondents, which aligns with the general trend that the secretarial profession is predominantly female-dominated. This gender composition may influence perceptions and experiences regarding modern office equipment usage and challenges.
Table 2. Age
Age Range	Frequency	Percentage (%)	
18–25	20	33.3%	
26–35	28	46.7%	
36–45	9	15.0%	
46 and above	3	5.0%	
Total	60	100%	
Source: Research Survey, 2025
The largest age group (46.7%) falls within 26–35 years, indicating that most respondents are relatively young adults, potentially more adaptable to new technologies. Only a small portion is above 45 years, which might suggest fewer older professionals in the secretarial workforce or potential retirement trends.
Table 3. Marital Status
Status	Frequency	Percentage (%)	
Single	32	53.3%	
Married	26	43.3%	
Others	2	3.4%	
Total	60	100%	
Source: Research Survey, 2025
A slight majority (53.3%) of respondents are single, while 43.3% are married. Marital status may indirectly affect availability for training or adaptability to extended work hours, which could influence how modern office equipment is embraced or utilized.

Table 4. Educational Qualification
Qualification	Frequency	Percentage (%)	
OND/NCE	20	33.3%	
HND/B.Sc.	30	50.0%	
M.Sc. or above	10	16.7%	
Total	60	100%	
Source: Research Survey, 2025
Half of the respondents hold an HND/B.Sc., suggesting a moderately educated workforce capable of engaging with modern office technology. The presence of 16.7% with postgraduate degrees may reflect upward career movement into more administrative or supervisory secretarial roles.

Table 5. Years of Working Experience
Experience	Frequency	Percentage (%)	
1–5 years	26	43.3%	
6–10 years	20	33.3%	
11–15 years	9	15.0%	
16 years and above	5	8.4%	
Total	60	100%	
Source: Research Survey, 2025
The highest proportion (43.3%) of respondents have 1–5 years of experience, indicating a relatively fresh workforce likely to be more technologically inclined. The decreasing numbers in higher experience brackets may signal early turnover or slow career progression in the field.

SECTION B: MAIN QUESTIONS
Table 1: Are you familiar with the use of modern office equipment?
Response	Frequency	Percentage (%)	
Yes	45	75.0%	
No	10	16.7%	
I don't know	5	8.3%	
Total	60	100%	
Source: Research Survey, 2025
The data shows that a large majority (75%) of the respondents are familiar with modern office equipment. This indicates a positive trend towards technological adaptation in the secretarial profession. However, the 16.7% unfamiliar and 8.3% unsure highlight a need for more awareness or training programs, especially for staff who might still struggle with integrating new technologies into their duties.

Table 2: Do you make use of modern office equipment in your organization?
Response	Frequency	Percentage (%)	
Yes	48	80.0%	
No	9	15.0%	
I don't know	3	5.0%	
Total	60	100%	
Source: Research Survey, 2025
With 80% of respondents confirming usage of modern office equipment in their organizations, it suggests that most institutions have adopted modern technological tools. However, the 15% who do not use such equipment may indicate gaps in infrastructure provision or operational deployment in some departments.

Table 3: Is modern office equipment available in your organization?
Response	Frequency	Percentage (%)	
Yes	46	76.7%	
No	11	18.3%	
I don't know	3	5.0%		
Total	60	100%	
Source: Research Survey, 2025
76.7% of the respondents affirmed the availability of modern equipment, suggesting that organizations have made investments in technology. However, the presence of 18.3% indicating a lack of such equipment points to infrastructural inconsistency across departments or institutions, possibly due to funding or policy issues.

Table 4: Do you consider modern office equipment essential in your daily operations?
Response	Frequency	Percentage (%)	
Yes	52	86.7%	
No	5	8.3%	
I don't know	3	5.0%	
Total	60	100%	
Source: Research Survey, 2025
An overwhelming 86.7% of respondents recognize modern equipment as essential. This validates its importance in ensuring the efficiency and accuracy of tasks in today’s office environment. The small percentage of dissent may reflect limited use or a reliance on traditional methods by a few.

Table 5: Are you satisfied with the performance of the modern office equipment provided?
Response	Frequency	Percentage (%)	
Yes	44	73.3%	
No	10	16.7%	
I don't know	6	10.0%	
Total	60	100%	
Source: Research Survey, 2025
Most secretaries (73.3%) are satisfied with the performance of the office equipment, indicating that the machines are generally effective and functional. However, dissatisfaction by 16.7% might reflect problems such as frequent breakdowns, outdated models, or insufficient functionality for certain tasks.

Table 6: Does your organization provide training on how to operate modern equipment?
Response	Frequency	Percentage (%)	
Yes	29	48.3%	
No	25	41.7%	
I don't know	6	10.0%	
Total	60	100%	
Source: Research Survey, 2025
Only 48.3% of respondents reported receiving training, which is not encouraging given the pace of technological change. A significant 41.7% indicated no training, revealing a potential barrier to effective utilization of equipment. Lack of knowledge can reduce productivity and cause equipment misuse or damage.

Table 7: Have you encountered challenges while using modern office equipment?
Response	Frequency	Percentage (%)	
Yes	36	60.0%	
No	20	33.3%	
I don't know	4	6.7%	
Total	60	100%	
Source: Research Survey, 2025
60% of respondents acknowledged facing challenges, which raises concern. The challenges could stem from technical issues, lack of training, or equipment defects. This suggests that while modern equipment is beneficial, it is not without its limitations, and support systems must be strengthened.

Table 8: Are these challenges affecting your job efficiency?
Response	Frequency	Percentage (%)	
Yes	39	65.0%	
No	16	26.7%	
I don't know	5	8.3%	
Total	60	100%	
Source: Research Survey, 2025
65% of respondents confirmed that the challenges they face negatively affect their job efficiency. This underscores the critical link between proper equipment functioning and worker productivity. It points to the need for timely maintenance, adequate support, and ongoing training to enhance effectiveness in the secretarial role.

Table 9: Does modern office equipment reduce workload?
Response	Frequency	Percentage (%)	
Yes	50	83.3%	
No	7	11.7%	
I don't know	3	5.0%	
Total	60	100%	
Source: Research Survey, 2025
A significant majority (83.3%) of respondents agreed that modern office equipment reduces workload. This suggests that technology eases repetitive tasks and increases efficiency. Only a small portion disagreed or were unsure, indicating a general consensus on the value of these tools.

Table 10: Has modern equipment improved your productivity as a secretary?
Response	Frequency	Percentage (%)	
Yes	47	78.3%	
No	8	13.3%	
I don't know	5	8.4%	
Total	60	100%	
Source: Research Survey, 2025
3% of the respondents confirmed increased productivity due to modern office tools. This reflects the positive impact of technology in enhancing task performance and reducing time consumption.

Table 11: Do you find it easy to operate modern office machines?
Response	Frequency	Percentage (%)	
Yes	38	63.3%	
No	15	25.0%	
I don't know	7	11.7%	
Total	60	100%	
Source: Research Survey, 2025
While 63.3% find modern equipment easy to operate, a notable 25% do not, highlighting the need for regular training. The 11.7% undecided may indicate limited exposure or lack of confidence in handling the equipment.

Table 12: Have you received any formal training on modern office equipment?
Response	Frequency	Percentage (%)	
Yes	33	55.0%	
No	20	33.3%	
I don't know	7	11.7%	
Total	60	100%	
Source: Research Survey, 2025
Over half of the respondents (55%) had formal training, while a concerning 33.3% had none. This reveals a gap in training coverage that may affect overall efficiency and adaptation to technology in the workplace.

Table 13: Does your organization regularly maintain office equipment?
Response	Frequency	Percentage (%)	
Yes	24	40.0%	
No	30	50.0%	
I don't know	6	10.0%	
Total	60	100%	
Source: Research Survey, 2025
Only 40% confirmed regular maintenance, while 50% said no. This suggests poor maintenance culture, which can lead to frequent breakdowns and reduced equipment lifespan.

Table 14: Is there a standby technician for office equipment repairs in your organization?
Response	Frequency	Percentage (%)	
Yes	19	31.7%	
No	35	58.3%	
I don't know	6	10.0%	
Total	60	100%	
Source: Research Survey, 2025
58.3% of respondents stated there's no standby technician, highlighting a lack of technical support, which may delay urgent repairs and disrupt workflow.

Table 15: Are you satisfied with the modern office equipment in your office?
Response	Frequency	Percentage (%)	
Yes	42	70.0%	
No	12	20.0%	
I don't know	6	10.0%	
Total	60	100%	
70% expressed satisfaction with the current equipment. This positive feedback may be tied to the performance benefits and convenience modern tools bring to office tasks.

Table 16: Do you think modern office equipment has replaced some traditional secretarial functions?
Response	Frequency	Percentage (%)	
Yes	34	56.7%	
No	16	26.6%	
I don't know	10	16.7%	
Total	60	100%	
Source: Research Survey, 2025
A majority (56.7%) believe modern tools have replaced some traditional roles, signaling changes in job structure and the need for secretaries to update their skills continuously.

Table 17: Are traditional secretarial skills still relevant despite technological advancement?
Response	Frequency	Percentage (%)	
Yes	44	73.3%	
No	10	16.7%	
I don't know	6	10.0%	
Total	60	100%	
Source: Research Survey, 2025
73.3% affirmed the relevance of traditional skills, showing that communication, organization, and human interaction remain essential in the secretarial field despite automation.

Table 18: Has modern office equipment contributed to achieving your organizational goals?
Response	Frequency	Percentage (%)	
Yes	48	80.0%	
No	9	15.0%	
I don't know	3	5.0%	
Total	60	100%	
Source: Research Survey, 2025
An overwhelming 80% believe modern equipment supports organizational goals, reinforcing its importance in effective office administration and service delivery.

Table 19: Do you experience frequent equipment breakdowns?
Response	Frequency	Percentage (%)	
Yes	36	60.0%	
No	18	30.0%	
I don't know	6	10.0%	
Total	60	100%	
Frequent breakdowns reported by 60% of respondents indicate the need for better quality machines and proactive maintenance policies.

Table 20: Should government or management invest more in office equipment and training?
Response	Frequency	Percentage (%)	
Yes	52	86.7%	
No	6	10.0%	
I don't know	2	3.3%	
Total	60	100%	
Source: Research Survey, 2025
A resounding 86.7% support increased investment in equipment and training. This highlights the strong demand for modernization and capacity building within administrative departments.
4.3	Discussion of Findings
The analysis of data from the questionnaire reveals significant insights into the prospects and challenges of modern office equipment on the secretarial profession, particularly within the Ministry of Education, Ilorin and Kwara State Polytechnic. A notable majority of the respondents affirmed the availability of modern office equipment in their organizations. This aligns with global trends in administrative operations where digitalization and modernization of office tools are increasingly prioritized to boost efficiency. The positive responses also suggest that these institutions have begun to recognize the value of equipping their secretarial staff with up-to-date tools to meet current demands.
Furthermore, the findings indicate that a substantial number of respondents believe that modern office equipment has enhanced their efficiency and improved productivity. Most participants agreed that such equipment reduces workload and improves the image of their offices. These findings are consistent with previous studies that emphasize the role of technology in enhancing workplace effectiveness (Akinyemi, 2020). The ability of these machines to perform tasks such as document formatting, communication, data processing, and scheduling has evidently made the secretarial role more dynamic and result-oriented.
However, despite the advantages, the study also identified notable challenges. A significant portion of respondents admitted experiencing difficulties in operating certain machines, often due to inadequate training. Moreover, frequent equipment breakdowns and the high cost of procurement and maintenance were reported as common problems. This highlights the need for continuous training and support, as well as budget allocation for proper maintenance of equipment. Without these, the benefits of modern equipment may be underutilized.
Interestingly, there were mixed opinions on whether modern equipment has displaced traditional secretarial roles. While some believe that it complements their work, others feel it poses a threat to job security. Despite this, most respondents still recognized the relevance of traditional secretarial skills such as communication, organization, and discretion, suggesting that technology should be seen as a complement rather than a replacement for human capability in office management.
In summary, the study shows that modern office equipment plays a vital role in enhancing the secretarial profession. However, for it to be fully effective, institutions must invest in training, maintenance, and develop policies to ensure proper usage. Bridging the gap between traditional skills and technological advancement will be crucial in equipping secretaries to meet modern administrative challenges.

CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 	Summary of Findings
This study examined the Prospects and Problems of Modern Office Equipment on the Secretarial Profession using the Ministry of Education, Ilorin, and Kwara State Polytechnic as case studies. The research explored the availability, usefulness, and challenges associated with modern office machines in contemporary office settings. Data was gathered from 60 respondents using a structured questionnaire divided into demographic and research-specific sections.
Findings revealed that modern office equipment such as computers, printers, photocopiers, and scanners are available and significantly utilized by secretarial staff in both institutions. The majority of respondents confirmed that these tools have improved their productivity, reduced their workload, and enhanced office image and efficiency. However, challenges such as the high cost of procurement, inadequate training, frequent equipment breakdowns, and lack of proper maintenance structures were identified as hindrances to effective use.
Additionally, while some secretaries expressed concerns over job displacement due to automation, many still emphasized the importance of traditional secretarial skills. This implies that the adoption of technology does not eliminate the relevance of foundational competencies in the secretarial profession.
5.2 	Conclusion
The study concludes that modern office equipment plays a vital role in the development and efficiency of the secretarial profession. It has significantly transformed the way tasks are performed by minimizing manual efforts and optimizing time management. Nonetheless, these benefits can only be maximized when secretaries are adequately trained, and when institutions invest in proper maintenance and support structures.
Although modern equipment has brought changes, it does not negate the need for traditional skills such as effective communication, organization, and attention to detail. Therefore, a balance between modern technology and traditional secretarial values is essential to keep the profession relevant and efficient in today’s dynamic office environment.

5.3 Recommendations
Based on the findings and conclusion, the following recommendations are made:
i.	Institutions should organize periodic training and workshops for secretarial staff to update their knowledge and improve their ability to operate modern office equipment efficiently.
ii.	Offices should be equipped with adequate and up-to-date office machines to enhance productivity and service delivery.
iii.	There should be regular maintenance and availability of technical support for all office machines to minimize disruptions due to breakdowns.
iv.	Management should develop and implement clear policies on the use and management of office equipment to guide users and ensure accountability.
v.	Secretarial training institutions should continue to emphasize core traditional skills while integrating modern technological 

REFERENCES
Akinyemi, A. (2020). Office Technology and Management in the 21st Century. Ibadan: Bimak Publications.
Aliyu, M. D. (2018). Modern Office Equipment and its Impact on Secretarial Efficiency. Journal of Management and Administrative Studies, 6(2), 45–53.
Egbokhare, F. O. (2019). The Evolution of Office Equipment: From Manual to Digital Tools. Lagos: Corporate Press.
Eze, E. N. (2021). Information Technology and the Changing Roles of Secretaries in Nigeria. Nigerian Journal of Business Education, 8(1), 90–102.
Idowu, T. A. (2017). The Use of Modern Office Machines and Secretarial Effectiveness in Tertiary Institutions. Journal of Office Management Studies, 5(3), 15–24.
Igbinedion, V. I. (2020). Office Automation and Its Influence on Secretarial Functions. Benin Journal of Social Sciences, 11(1), 28–39.
Johnson, P. A. (2018). The Challenges of Integrating Technology into Administrative Practices. International Review of Business Research, 9(4), 76–85.
Nwosu, M. C. (2019). Secretarial Profession in the Digital Age: Opportunities and Threats. Journal of Administrative Science and Technology, 7(2), 111–123.
Olawale, S. T. (2022). Workplace Technology and Secretarial Adaptability in Nigerian Public Service. Ilorin: Adeyemi Academic Publishers.
Oni, K. A. (2020). Training and Retraining as a Panacea to Technological Challenges in the Secretarial Profession. Journal of Vocational and Business Education, 10(1), 50–63.

QUESTIONNAIRE
SECTION A: DEMOGRAPHIC DATA
Please tick (✔) the appropriate option.
1.	Gender:MaleFemale
2.	Age: 18-25 years 26-35 years 36-45 years 46 years and above
3.	Educational Qualification: SSCE/OND HND/B.Sc M.Sc and above
4.	Work Experience:  Less than 2 years 2-5 years  6-10 years Above 10 years
5.	Department: Administrative Office Accounts Department Secretarial UnitOthers (Please specify)
SECTION B: IMPACT OF MODERN OFFICE EQUIPMENT
Please indicate your response to the following statements using the scale:
•	Yes (Y)
•	No (N)
•	I Don't Know (IDK)
6.	Does your office have adequate modern office equipment? Yes No IDK
7.	Are you proficient in using modern office equipment such as computers, printers, and scanners? Yes No IDK
8.	Do you think modern office equipment has improved your productivity as a secretary? Yes No IDK
9.	Has the use of modern office equipment reduced errors in your work? Yes No IDK
10.	Does the use of modern office equipment speed up administrative tasks in your department? Yes No IDK
11.	Do you receive regular training on how to operate new office equipment? Yes No IDK
12.	Is the maintenance of modern office equipment a challenge in your organization? Yes No IDK
13.	Do you face difficulties in accessing modern office equipment due to budget constraints? Yes No IDK
14.	Do you think the use of modern office equipment has reduced your workload? Yes No IDK 
15.	Are you able to perform remote work using modern office tools and applications? Yes No IDK
16.	Is there a dedicated IT support team to assist with technical issues related to office equipment? Yes No IDK
17.	Does your organization have a backup system for data stored on modern office equipment? Yes No IDK
18.	Are you aware of any security risks associated with the use of modern office equipment?Yes No IDK
19.	Has the introduction of modern office equipment increased the expectations for your job performance? Yes No IDK
20.	In your opinion, what is the greatest challenge you face in using modern office equipment? Lack of training Insufficient equipment Technical issues Maintenance problems Others (Please specify): ____________