CAREER READINESS OF THE OFFICE TECHNOLOGY AND MANAGEMENT STUDENTS IN POLYTECHNICS IN ANAMBRA EBONYI AND ENUGU STATES NIGERIA

Abstract

This study seeks to assess the career readiness of  Office Technology and Management students in polytechnics in Anambra, Ebonyi and Enugu state. Career readiness is a measure of the extent to which the OTM students possess the skills and attitudes needed for advancing in their career path. The career readiness of the students was measured using six indicators; office skills, managerial skills, entrepreneurial skills, ICT skills, communication skills and socio-psychological skills. The study employed a survey research design and polytechnics offering OTM in Anambra, Ebonyi and Enugu state  were selected for the study. Seven research questions and three hypotheses guided the study, 179 HND II students offering OTM constituted the population, and no sample was taken because of the manageable size of the population. Structured questionnaire was used for data collection. The instrument was structured on a five point scale, type in line with the indicators for measuring the career readiness of the OTM students. The instrument was face validated and trial tested on 35

OTM students from Imo State Polytechnic, Umuagwo and a reliability coefficient of 0.95 was obtained.  The  instrument  was  administered to  the  respondents and  data  collected  was analysed accordingly. Mean was used to answer research question 1 to 6 while research question 7 was computed using the Arowolo & Ede (2012) modified formula for computing readiness index. Hypothesis 1 and 2 were tested using t-test at .05 level of significance while hypothesis 3 was tested using ANOVA at .05 level of significance. The findings of the study showed a low career readiness index of 2.43 for the OTM students in the Polytechnics in Anambra, Ebonyi and Enugu State. The indicators for measuring career readiness showed that the students are lacking in office skills, managerial skills, entrepreneurial skills and communication skills but rated very high in ICT skills and socio-psychological skills. The low career readiness index has great implication for OTM programme in south east Nigeria and it justifies the opinion in many researches that graduates of the Nigerian higher education institutions are not employable. The study reveals that much of what is done in the classroom are mere theoretical rather than practical. It was therefore recommended among others that the polytechnics should strengthen their partnership with industry for work based training of their students and a re-evaluation of the programme should be conducted to ascertain the possible strategies for effective teaching and learning of office technology and management courses.

CHAPTER ONE INTRODUCTION

Background of the Study

Career choice has been the major content of vocational advocacy. However, preparedness to take advantage of the openings in the area of career choice is more important than the mere choice of a career. To develop a career is a lifetime process encompassing the growth and change processes of childhood, through formal education at school throughout a

person’s working adulthood and into retirement. Career development occurs through life and it is enhanced by lifelong learning. The term career as defined by Herr, Cramer and Niles (2004) is a sequence of interaction of individuals with society, education and organisations throughout  their  lifespan.  A  career  can  be  defined  as  a  pattern  of  work  experiences comprising the entire life span of a person and which is generally seen with regard to a number of phases or stages reflecting the transition from one  stage of life to the next (Weinert,  2001).  Similarly,  Collin  (1998)  explains that  the  term career arises  from the interaction of individuals with organisations and society. This interaction, as Savickas (2009) proposes, is no longer merely just a sequence of jobs but is now a story or an identity that working people build about themselves.

Developing a career is as complex as personality development, which is not just a one shot event. Developing a career is not just a decision that takes place at the entry point to a job, but it involves the totality of an individual’s psychological, sociological, and educational events which eventually results into occupational choice and other life roles. The quality of this career development significantly determines the nature and quality of individuals’ lives: the kind of people they become, the sense of purpose they have, the income at their disposal.

It also determines the social and economic contribution they make to the communities and

eer  dev

societies of which  they are  part.  Car  1

elopment  requires specialised training  in  a

particular direction or path, and this makes the role of education prominent in preparation for a career.

Career education plays a prominent role in preparing an individual to make and advance in a career path and this justifies why the role of school in career readiness is absolutely unavoidable. Career education is seen as an aspect of education and training which helps an individual to develop his fullest capacity and their potentialities in order to utilize

their capacities for the benefit of society. Career education is a comprehensive educational programme that focuses on an individual and prepares a person for industrial or commercial occupations. Morgan (2003) defined career education as concerned with the development of knowledge, skills and attitudes through a planned programme of learning experiences, which will assist students to make informed choices about school, and post-school options and enable effective participation in working life. Career education focuses more on preparing people for the transition within school and the transition from school to work. This goes beyond choice of subjects, but includes the acquisition of skills necessary for performing the roles along ones career path (Abdulkadir, 2002). Career education would help in the restructuring of Nigeria educational system to a more job and vocational oriented education system. Career education for the Office Technology and Management (OTM) students in the polytechnics is to effectively prepare them for smooth transition from school to work. This basically, is to ensure that the OTM graduate is career ready, because he has the requisite knowledge, skills and experiences needed for transition from school to work.

Office  Technology and  Management  (OTM)  formerly  referred  to  as  Secretarial Studies in Nigeria evolved out of a need to meet the technological and managerial demands of today’s workplace. The  new name OTM was approved by the supervising body for Nigerian Polytechnics, National Board for Technical Education (NBTE) in 2004. According to Adelakin (2009), the OTM programme was designed for two major reasons: first, as a response to the yearnings of the secretarial studies students and practitioners on the need to change the name of the programme as the former contents are only suitable for the traditional office environment. Secondly, and most importantly, as a result of the change in curriculum with more emphasis on Information and Communication Technology (ICT), managerial and entrepreneurial competencies so as to enrich the knowledge of the students and equip them

with necessary skills needed in today’s modern office environment. Udo (2008) noted that OTM is a comprehensive activity-based educational programme that is concerned with the acquisition of office  technology and  management  skills,  understandings, attitudes,  work habits and competencies that are requisite for success in secretarial and office management occupations.  The  OTM  programme  is  a  career training  or  education to  ensure  that  an individual is career ready with the right skills and attitudes needed for transition from school to work and for advancement in the OTM career path.

Career  readiness  as  described  by  Integration  of  College  and  Career  Readiness (ICCR),  (2012) means that an individual has the requisite knowledge, skills and experiences in the academic, workplace and social domains to successfully complete an economically viable career pathway in the 21st century economy. Association for Career and Technical Education (ACTE), (2012)  described career  readiness  as  involving a  rigorous blend  of academic, technical and  employability skills.  Career readiness  for  the  graduating  OTM students is a measure of the extent to which the graduating students possess the skills and attitudes needed for advancing in OTM career path and for a smooth transition from school to work. The National Board for Technical Education (NBTE) in the curriculum document for OTM in FRN (2004) outlined some core skills which the OTM programme seeks to impact on the students so as to make them fit for a career in OTM. These skills include office skills, managerial skills, entrepreneurial skills, ICT skills, communication skills and socio- psychological skills. These skills could be acquired from the courses offered by the OTM students (Ojukwu, 2009).

Office skills are all the technical skills which are specific to carrying out the core duties of a secretary in the office. The technical skills associated with OTM include keyboarding skills, and shorthand skills. The graduates of office technology and management

according to FGN (2004) should possess the office skills such as shorthand, typing and bookkeeping. They are expected to be able to write in shorthand for three minutes varied materials of 1.4 syllabic intensity dictated at 100 words per minute (WPM) and transcribed on the typewriter with a minimum of 95% accuracy. The students should be able to type effectively various office jobs and acquire a copying rate of 50 WPM on passages not below

1.30 syllabic intensity with 98% accuracy. Over the years the office skills required as a secretary were mainly to take dictations in shorthand, type business letters, answer the phone calls and book-keeping. With more sophistication of today’s modern office, technology has reshaped the way offices are run and have also reshaped the skills required for practicing as a secretary. Today’s offices requires more than the basic office skills of typing and shorthand to knowledge and skills in Information and Communication Technologies (ICT).

Technology has reshaped the way information is created, stored and disseminated. As a result of changes in technology, the role of secretaries has changed tremendously from that of typewriting and shorthand, answering phone calls and processing of mails to information and communication technology. ICT is the technology required for information processing, in particular, the use of electronic computers, communication devices and software applications to convert, store, protect, process, transmit and retrieve information from anywhere, and at any time. According to Okute and Agomuo (2010), Information Communication Technology is concerned with the managing and processing of information through the use of electronic computers and computer software to convert, store, protect, process, transmit and retrieve information. It is the handling and processing of information for use by means of electronic and communication gadgets such as computers, cameras, telephones among others (Atakpa, 2010). The advent of the internet and computer technologies has changed the role of secretaries, which has resulted in the loss of jobs of

most secretaries. Individuals preparing for a career path in OTM should possess skills on how to use the internet to facilitate communication in the office, should be able to use current computer software in word processing and spread sheets, software presentation, desktop publishing packages, computer packages in managing information, perform electronic inventory control,  data  management  software,  webpage  design,  etc.  The  review  of the secretarial studies curriculum to OTM is not only to incorporate technology in the training of secretaries but also to provide training needed for building managerial competencies needed as secretaries in today’s offices because the role of OTM graduates in today’s organizational framework goes beyond discharge of secretarial duties but involve managerial and administrative functions.

Management is essentially the organization and coordination of the activities of a business to achieve defined objectives. Management skills are not just innate they can be developed through training. It  is  very difficult  to  give  a precise definition of the  term management, different scholars from different disciplines view and interpret management from their own angles. Lundy (2007) defined management as the task of planning, coordinating, motivating and controlling the efforts of others towards a specific objective, Gupta (2007) described management as a social science and technical process which utilizes resources efficiently for the attainment of specified goals. Management consists in guiding human and physical resources into dynamic, hard-hitting organization unit that attains its objectives to the satisfaction of those served and with a high degree of morale and sense of attainment on the part of those rendering the service. Papula (1995) identified management skills needful for managers to include creativity, intuition, goal-oriented, responsibility, self- confidence,  initiative,  independence, cautiousness, scrupulosity, discipline, self-control and regulation of own behavior,   persistence and optimism. The National Board for Technical

Education (NBTE) in the curriculum document for OTM in FRN (2004) emphasized on managerial competencies. The students of OTM should have the basic skills in planning for the realization of the goals of an organization. They should have skills in keeping inventories, organizing office layout for effectiveness, skills for placement, induction and training of staffs among others. The secretary in today’s office does not only type and take shorthand notes, but also serves as the engine room of the organization in management. The secretary in addition to managerial skills should have good communication skills.

Communication is the essence of human interaction and  learning. The nature of communication is dependent on interaction between two or more individuals and understanding is constructed through such interaction. Communication skill is a core requirement of a professional secretary for effectiveness. Communication is the process of transmitting information from one person or place to another. Niederhauser (2008) posited that  communication plays  an  invaluable  role  both  within  and  outside  the  organization towards goal accomplishment to facilitate achievement or furtherance of an organization’s objectives.  Communication  can  be  categorized  into  oral,  written,  sign  and  electronic. Agboola and Ademiluyi (2011) observed that communication is more than passing information to a receiver and involves dialogue and social exchange. Communication can only  be  effective  when  the  intended  message  is  received,  correctly  interpreted  and understood, accepted and appropriately acted upon by the receiver and  confirmed by a feedback. Communication skills required by secretaries include the ability to use oral communication effectively, ability to effectively use written communication, ability to spell words correctly in written communication, ability to pronounce words correctly and clearly in oral communication, ability to use suitable gestures to communicate, ability to communicate with facial expressions, ability to communicate orally with a friendly tone and

ability to write legibly and logically in written communication, among others. Socio- psychological  competence  is  an  integral  personal  characteristic  which  helps  in  human relations and interactions. OTM graduates are expected to not only speak and write clearly but  also  possess socio-psychological skills that  would enhance their  interactivity in the workplace.

Socio-psychological  skills  include  personal  maturity,  professional efficiency  and social success of the secretary in the organisation. Shageeva, Kraysman, Gorodetskaya, and Ivanov (2013) noted that socio-psychological skills are to be developed in the course of the educational process. This skill is necessary in solving problems in human resource management, conflict resolution, information processing among others. Social skills are skills that  facilitate  interaction and  communication with others.  Socio-psychological skills are human relationship skills which help in the interaction among people in an environment in spite of conflicts or cooperative behaviours. Socio-psychological skills focus attention mostly on  human  interaction  in  the  work  environment  with  the  hope  of understanding  fellow workers and clients; relating and dealing harmoniously with them and adapting to environments or situations as they come so as to facilitate the achievement of the goals of individual employees and the organization. Secretarial functions go beyond book keeping, answering calls, treating mail and managing office equipments to involve working with people, being a good team leader, ability to collaborate effectively with staff and clients of the organisation and demonstrating entrepreneurship.

Entrepreneurship, according to Esene (2010), is the willingness and ability of an individual to seek out investment opportunities, establish and run an enterprise successfully. The concept of entrepreneurship has been associated with several activities concerned with the establishment and operation of business enterprises. The activities include identification

of investment opportunities, decision-making as to the opportunities to exploit, promotion and establishment of the business enterprises, aggregation of the scarce resources required for production and distribution, organization and management of the human and material resources for the attainment of the objectives of the enterprises, risk bearing, and innovation. Esene (2010) further noted that the OTM graduates need entrepreneurial qualities such as self-reliance, ability to  identify and exploit  opportunities, creativity; willingness to take chances, even if it means to expose oneself to risk and finally, personal drive. The assessment of the career readiness of the OTM graduating students of the polytechnics is assessing the extent to which the students possess these six core skills; Office skills, managerial skills, entrepreneurial skills, ICT skills, Communication skills and socio-psychological skills.

The area of this study: Anambra, Ebonyi and Enugu States are located in the south eastern zone of Nigeria. South-eastern Nigeria is one of the six geopolitical zones in Nigeria mainly occupied by Igbo speaking Nigerian. The south-east has boundaries with south-south (Edo and Delta) in the east, south-south (Rivers and Akwa Ibom) in the south, north central (Kogi and Benue) in the north and south-south (Cross River) in the west. Similarly, gender and location of institution in these states can be a strong determining factor or have strong influence on the level at which the students possesses the required skills for career readiness (Savickas, 2009). Esene (2008) stated that Polytechnic students who have successfully passed through their  course-programme must  have  acquired the  relevant  knowledge, skills  and competencies required for career readiness. This will help them occupy various positions such as; Office Supervisors, Office Managers, Administrative Managers, Administrative Assistants, Administrative Secretaries, Computer Operators, Computer Analysts, Computer Programmers, Sales Managers, Sales Supervisors, Sales Representations, etc. Based on the

foregoing,  however,  the  researcher  deems  it  necessary  to  determine  the  level  of  skill possessed by the students.

Statement of Problem

Office  Technology and  Management  (OTM)  formerly  referred  to  as  Secretarial Studies in Nigeria evolved out of the need to meet the technological and managerial demands of today’s workplace, which was birthed out of the yearning of the secretaries in occupying not just the position of secretary but to be managers in organizations as well. The rapid growth and affordability of Information and Communication Technologies have also resulted to a change in the role of a secretary in today’s workplace. The roles of secretaries are no longer  limited  to  typing,  taking  shorthand  dictations,  answering  of telephone  calls  and processing of mails, but are now expected to be skilled in usage of more sophisticated technologies that could make work easier. Career choice is not a one shot event, it’s not just a decision that  takes place  at  the  entry point  to  a  job,  but  it  involves the  totality of an individual’s psychological, sociological, and educational events which eventually results into occupational  choice  and  other  life  roles  (Her,  2003).  This  career  choice  includes remunerating or non remunerating positions occupied by a person from adolescent to retirement of which occupation is one. Career education plays a prominent role in preparing an individual to make and advance in a career path and this justifies why the role of school in career readiness is absolutely unavoidable.

There is a great concern on the gap that exists between the school and the workplace. Graduates have been seen, by a group of researchers (Adelakin et al 2009), to have so much difficulty making transition from academic life to work even though the school is suppose to provide the experiences and trainings which will help an individual make intelligent occupational choices that will advance him in his career path. Adelakin et al (2009) further

noted that the change from secretarial studies to Office Technology and Management (OTM) is mainly because graduates of secretarial studies are not able to make a career in their chosen vocation, due to a mismatch in the self identity of the students after graduation and that which is required for secretarial studies professionals in today’s offices. The government reviewed the curriculum of secretarial studies and introduced the managerial, entrepreneurial and ICT component that was lacking in the former secretarial studies so that the schools can produce graduates in OTM who  are prepared and  fit  to  make a career of their chosen vocation.

Soludo (2012) describing the Nigerian situation said unemployment is not a problem in Nigeria rather Nigerian graduates are not employable and they are misfit for today’s workplace. Secretarial studies was changed to OTM so as to bridge that gap by providing a functional training that would help the graduates of OTM make a career in office management.  Therefore,  this  study  seeks  to  find  out  if  the  government  investment  in provision of ICT  facilities and review of secretarial studies curriculum to  meet  today’s workplace need is worth the investment. The study seeks to know if the inclusion of ICT, entrepreneurial and managerial components in the new OTM curriculum has any significant effect on the readiness of the OTM students in making a career in office technology and management. The study thus seeks to determine the career readiness of OTM graduating students in polytechnics in Anambra, Ebonyi and Enugu state.

Purpose of the Study

The major purpose of this study is to determine the career readiness of graduating Office Technology and Management students in Anambra, Ebonyi and Enugu State Polytechnics. Specifically, the study seeks to:

1.  determine the office skills possessed by the Office Technology and Management graduating students for career readiness

2.  determine the managerial skills possessed by the Office Technology and Management graduating students for career readiness

3.  determine  the  entrepreneurial  skills  possessed  by  the  Office  Technology  and

Management graduating students for career readiness

4.  determine  the  ICT  skills  possessed  by  the  Office  Technology and  Management graduating students for career readiness

5.  determine  the  communication  skills  possessed  by  the  Office  Technology  and

Management graduating students for career readiness

6.  determine the socio-psychological skills possessed by the Office Technology and

Management graduating students for career readiness

7.  determine   the   career   readiness   index   value   of   the   Office   Technology  and

Management graduating students

Significance of the Study

The finding of this study will provide information that would be of immense benefit to the following: National Board for Technical Education (NBTE), Ministry of Labour and Productivity, Students and Researchers.

Information provided on the various indicators of career readiness would help National Board for Technical Education (NBTE) in improving the curriculum and other general policies guiding the study of OTM in Nigerian Polytechnics. Information provided will also  help  the  government  appraise the  effectiveness  of their  response  in  changing secretarial studies to office technology and management.

This research work will be of benefit to the Ministry of Labour and Productivity. This is the ministry that is responsible for relations between workers and employers as well as also assisting in work and career education. The results of this research will provide adequate information on the readiness of graduating students of Office Technology and Management to make a career out of their vocation. This information will be useful to the ministry as it carries out her sensitization and career advocacy programmes. It will help them know which of the indicators of career readiness need to be strengthened in the course of workers’ education and career sensitizations. It will also help the ministry in facilitating or creating jobs that matches the skills of the graduating students.

This research work will also benefit the students immensely as the findings of this research work will provide information on the extent of play of OTM students in each of the indicators used for measuring career readiness. This will therefore help the students focus their effort in developing areas of their identity that are yet to be suited for making a career out of their vocation.

Finally, the findings of this Research will be of benefit to intending researchers who wish to carry out further research work on the readiness of graduating students and the skills required of them to be career ready. The information provided will be a benchmark upon which further research in career readiness can be carried out.

Research Questions:

The following research questions were formulated to guide the study:

1.  what  are the office  skills possessed by the Office Technology and Management graduating students for career readiness?

2.  what are the managerial skills possessed by the Office Technology and Management graduating students for career readiness?

3.  what  are  the  entrepreneurial  skills  possessed  by  the  Office  Technology  and

Management graduating students for career readiness?

4.  what  are  the  ICT  skills  possessed  by  the  Office  Technology and  Management graduating students for career readiness?

5.  what  are  the  communication  skills  possessed  by  the  Office  Technology  and

Management graduating students for career readiness?

6.  what  are the  socio-psychological skills possessed by the  Office Technology and

Management graduating students for career readiness?

7.  what  is career readiness index value of the Office Technology and Management graduating students?

Hypotheses

The following null hypotheses will guide the study.

HO1:   There is  no significant difference between the  mean ratings of male and  female polytechnic students on the office skills possessed by them.

HO2:   There is no significant difference between the mean ratings of Federal and State

Polytechnic students on the managerial skills possessed by them.

HO3:   There is no significant difference in the mean ratings of the Polytechnic students in

Anambra, Ebonyi and Enugu state on the entrepreneurial skills possessed by them.

Scope of the Study

There are several areas of research on students’ readiness, but this study is focused on determining the readiness of graduating Office Technology and Management students in

making a career in there vocation. Specifically, some career indicators; (office skills, managerial skills, entrepreneurial skills, ICT skills, communication skills and socio- psychological skills)  will be used to  determine the student’s career readiness in Office Technology and Management in the Polytechnics. Only the public Polytechnics in Anambra, Ebonyi and Enugu that offers Office Technology and Managements program will be used for the study.

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