THE IMPACT OF TIME MANAGEMENT ON SECRETARIES’ OVERALL

PERFORMANCE IN AN ORGANIZATION
(A CASE STUDY OF ADAMAWA STATE UNIVERSITY, MUBI)

BY

ABDUL RAHMAN SALIHU DAZALA

SCT/OTM/ND/18/042

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT

FEDERAL POLYTECHNIC MUBI, SCHOOL OF COMMUNICATION
TECHNOLOGY.

MARCH, 2021
i
 TITLE PAGE
THE IMPACT OF TIME MANAGEMENT ON SECRETARIES’ OVERALL
PERFORMANCE IN AN ORGANIZATION
(A CASE STUDY OF ADAMAWA STATE UNIVERSITY, MUBI)

BY

ABDUL RAHMAN SALIHU DAZALA

SCT/OTM/ND/18/042

BEING A RESEARCH WORK SUBMITED TO THE DEPARTMENT OF

OFFICE TECHNOLOGY AND MANAGEMENT

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE

AWARD OF NATIONAL DIPLOMA (ND) IN OFFICE TECHNOLOGY
AND MANAGEMENT

ii
 MARCH, 2021

APPROVAL PAGE

This research work has been read and approved by the Department of Office

Technology and Management, Federal Polytechnic, Mubi. In partial fulfilment of

the requirements for the award of National Diploma in Office Technology and

Management.

Approved by;

----------------------------- --------------------------
Mr. Joel Nuhu Adamu Date
(Project Supervisor)

---------------------------- ---------------------------
Mrs. Hinasusa Nicholson Date
(Project Coordinator)

---------------------------- ---------------------------
Mal. Habu Jingi Umar Date
(H.O.D)

iii
iv
 CERTIFICATION PAGE

This is to certify that this research work was carried out by ABDUL

RAHMAN SALIHU DAZALA (SCT/OTM/ND/18/042) of The Department of

Office Technology and Management, Federal Polytechnic Mubi, and has satisfied

the requirement for the award of National Diploma (ND) certificate in Office

Technology and Management,

Certified by:

----------------------------- --------------------------
Mr. Joel Nuhu Adamu Date
(Project Supervisor)

---------------------------- ---------------------------
Mrs. Hinasusa Nicholson Date
(Project Coordinator)

---------------------------- ---------------------------
Mal. Habu Jingi Umar Date
(H.O.D)

---------------------------- ---------------------------
(External Examiner) DATE

v
vi
 DEDICATION

I dedicate this project to Almighty Allah who has being there for me from

the beginning to this very point of this work and who gave me the strength and

opportunity to write this project and also to my beloved parents late Malam Salihu

Hamman Dazala and Hajiya Hauwa Abdul Hameet for their support and prayers

towards my education.

vii
 ACKNOWLEDGMENT

My most profound gratitude to Allah (SWT) who gave me the health and

strength to complete this work and also protected me and enables me to complete

this course.

I also wish to express my profound gratitude to my project supervisor Mr.

Joel Nuhu Adamu for being very understanding, patience and guidance which has

led me to the completion of this project.

My sincere gratitude to my Project Coordinator Mrs. Hinasusa Nicholson for

her words of encouragement.

My sincere gratitude to my (H.O.D) Malam Habu Jingi umar, lecturers and

staff of the Department of Office Technology and Management, for their words of

encouragement.

My sincere appreciation to my mother Hajiya Hauwa Abdul Hameet and my

brothers and sister, especial my big brother Muhammad Auwal, Hamma Abdul

Aziz, Aunty Ummul, Yaya Sadiq, Yaya Rilwan, Dr. Nuruddeen, Aunty Rashida,

Sister N.A.S, Dr. Fateema S. Hamman, my junior sister Zainab S. Hamman and

my Aunties Ihsan, Suhailat, and Husnat for their support and prayers towards my

studies at Federal Polytechnic Mubi.

viii
 My sincere appreciation to my friends Muhammad Sageer (malam), U

prince, Sadiq (S.D.K), Sageer Ahamad, Ibrahim Yakuba Umar, Nafiu Danladi,

Ibrahim Idris Hammayo, Peter Joseph and others for their words of

encouragement.

Finally, I give thanks to all who have contributed in one way or the other to

ensure the completion of this study.

Thank you and May Allah bless you all.

ix
 ABSTRACT

This research work is titled “The Impact of Time Management on Secretaries

Overall Performance in an Organization A Case Study of Adamawa State
University, Mubi” The research work is aimed at achieving the following;
Determine how important time management is to the secretaries overall
performance in an organization To point out how time can be managed effectively
and efficiently by secretaries, Identify the causes of improper time management
and to suggest ways overcoming the identified problems. The method of data
collection was primary and secondary sources. The tool used to analyze that data
is the mean statistical tool. The researcher made the following finding that time
management is important to the job performance of a secretary and time managed
effectively and efficiently by the secretary improves the performance of secretary
in an organization. From the findings, the researcher therefore, concludes that
time which is one of the resources every individual possessed equally should be
managed judicious. One cannot spend equal amount of time in each areas
everyday but if in the long run spending a sufficient quality and quantity of time in
each area is observed then life will be balanced. Based on the above findings the
following recommendation was made; secretary should make effort in completing
a task at the appropriate time. Secretary should take more time in planning than in
carrying out the job itself because one who fails to plan, plan to fail. Secretary
never performed a work half way always try to complete it before moving to the
next one.

x
 TABLE OF CONTENTS
TITLE PAGE................................................................................................. ii
APPROVAL PAGE...................................................................................... iii
CERTIFICATION PAGE........................................................................... iv
DEDICATION............................................................................................... v
ACKNOWLEDGMENT............................................................................... vi
ABSTRACT.................................................................................................... viii

CHAPTER ONE
INTRODUCTION1
1.1 BACKGROUND OF THE STUDY................................................................................................... 1
1.2 STATEMENT OF THE PROBLEM.................................................................................................. 3
1.3 PURPOSE / OBJECTIVE OF THE STUDY........................................................................................ 4
1.4 SIGNIFICANCE OF THE STUDY..................................................................................................... 4
1.5 RESEARCH QUESTIONS............................................................................................................... 5
1.6 SCOPE/DELIMITATION OF THE STUDY....................................................................................... 6
1.7 LIMITATION OF THE STUDY........................................................................................................ 6
1.8 DEFINITION OF TERMS............................................................................................................. 6

CHAPTER TWO8
REVIEW OF RELATED LITERATURE8
2.1 INTRODUCTION................................................................................................................... 8
2.2 CONCEPTUAL FRAME WORK................................................................................................ 9
2.3 THE IMPORTANCE OF TIME MANAGEMENT TO THE SECRETARIES...................................... 10
2.4 EFFECTIVENESS AND EFFICIENCY OF TIME MANAGEMENT TO OFFICE TECHNOLOGIST...... 12
2.5 CAUSES OF IMPROPER TIME MANAGEMENT....................................................................... 13
2.6 WAYS OF OVERCOMING PROBLEMS ASSOCIATED WITH TIME MANAGEMENT................... 15
2.7 SUMMARY............................................................................................................................. 16

xi
CHAPTER THREE
METHODOLOGY
3.1 RESEARCH METHODOLOGY................................................................................................... 18
3.2 RESEARCH DESIGN............................................................................................................... 18
3.3 POPULATION....................................................................................................................... 19
3.4 SAMPLE POPULATION............................................................................................................ 19
3.5 INSTRUMENTATION............................................................................................................... 19
3.6 RELIABILITY AND VALIDITY OF THE DATA................................................................................ 19
3.7 METHOD OF DATA COLLECTION.............................................................................................. 19
3.8 METHOD OF DATE ANALYSIS................................................................................................... 20

CHAPTER FOUR
PRESENTATION, ANALYSIS AND INTERPRETATION
4.1 SUMMARY OF QUESTION DISTRIBUTED................................................................................ 22
4.2 ANSWERING RESEARCH QUESTIONS...................................................................................... 22
4.3 SUMMARY OF FINDINGS......................................................................................................... 27

CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 SUMMARY............................................................................................................................ 29
5.2 CONCLUSION.......................................................................................................................... 30
5.3 RECOMMENDATIONS............................................................................................................ 30
5.4 AREAS OF FURTHER STUDIES................................................................................................. 31

REFERENCES......................................................................................................32
APPENDIX I..........................................................................................................34
APPENDIX II........................................................................................................36

xii
 CHAPTER ONE
INTRODUCTION

1.1 Background of the Study

Time management is the process of organizing and planning how to divide

your time between specific activities, their supply can be increased, but one cannot

rent, hire, buy or otherwise obtain more time. The supply of time is totally

inelastic, no matter how high the demand, the supply will not go up. This is the

limiting factor, how you handle your time is the single most important aspect of

being a role model and leader.

The management essentially means planning scheduling, decision making

implementation, assessment and evaluation of activities in an organization; either

on individual or group basis or on how these activities is undertake.

According to Hornby (1998), time is independent of the observer, a point in

profess, a period during which certain action is taken or duration available for

1
certain action to be taken. The ideal of time management has been in existence for

more than 100 years. Thus, Daniel (2003) says that, the watching of the rising and

the falling of the sun was the main method of keeping time out which the used of

pendulum emerged before the use of clocks and watches.

Macbeath (1999), in commenting on time management see it as the

planning, executing and coordinating of work through measurement and division

of work into elements to determine time taken to improve work. This implies that

time is measured past accomplishment while some people are millionaire and some

people are poor, when the people are compared in a particular workplace and

analyzed their work habit. You will notice the difference in terms of productivity,

some are simply better at managing the time they have.

Rodriquez (2001), assert that time management is being able to distinguish

between personal need and managerial goals while performing one’s duties on

company time. To this effect, time here refers to the official working hours that

the secretary has at their disposal to effectively carryout their daily work. Time is

not seen as minutes, hours, seconds, or days, but time is measured with the events

and happenings. Once the time for a particular job or duty is lost only fewer things

that have been accomplished can be used to recall it.

2
 Time according to Douglas (2004), cannot be stopped slowed and stored and

can be retrieved whenever we need it and since we do not have the privilege to do

so, we must consume it as we get it, for what time we waste is gone forever. Time

cannot be regained, therefore, we should not postponed, until we figure what you

want to achieve day by day. Allocated time for each task or time is an exceeding

complex and slippery concept. It may be difficult to a lot of us to say exactly what

the time is, albeit it seems deceptively obvious. It is when you attempt to explain to

another person what time is that you may come to terms with inadequacy of your

knowledge.

1.2 Statement of the problem

You know where you want to go, what you want to do and may be even how to get

there, you have a goal. Most of us do not know that time management is an

important part in setting all goals achieved. In fact, scot and Mitchell (1976),

opined that poor time management is one of the reason for poor performance.

Learning to manage your time makes you even more successful they argued.

We are often bordered by sub-conscious for those undone things we think

we should be doing or should have done because we fail to manage our time most

effectively, we allow major interruption elements like wasters to overwhelm us

thereby procrastinating on our daily plan.

3
 It is in this regard that the researcher indented to examine the impact of time

management to secretary overall performance in an organization of Adamawa

State University with a view to highlighting to what extent the secretaries eliminate

time wasters in their daily schedules in accomplishing their numerous duty as

secretaries.

1.3 Purpose / Objective of the Study

The main purpose of this study is to examine “the impact of time management on

secretaries overall performance in an organization” especially the objective are to:

1. Determine how important time management is to the secretaries overall

performance in an organization.

2. To point out how time can be managed effectively and efficiently by

secretaries.

3. Identify the causes of improper time management.

4. Suggest ways of overcoming the identified problems.

1.4 Significance of the Study

Time management can have considerable impact on managerial productivity.

It is hoped that the findings of this study would be beneficial to secretary’s

managers, as well as future researchers.

4
The Secretaries: It is hoped that this study will educate and widen the secretaries’

knowledge on how to effectively manage their time during the day to day running

if the office duties this study is expected to provide in details the needed

information on proper utilization of time which will enhance the effectiveness and

productivity of the secretaries overall performance in an organization.

Future Researchers: This study will be useful to the future researchers who

May want to widen the scope of their research through work and to shed more

Light on the impact of time management on secretaries overall or even make

research on a similar topic.

1.5 Research Questions

In an effort to achieve the above stated objectives, the researcher has formulated

the following research questions serve as a guide for achieving the objectives of

the study. The following questions were outlined:

1. How important is time management to the secretaries overall performance in an

organization?

2. How can time be managed effectively and efficiently by secretaries?

3. What are the causes of improper time management?

4. What are the ways of overcoming the problem of improper time management?

5
1.6 Scope/Delimitation of the study

The study is on Adamawa State University. The study will cover all the

secretaries in Adamawa State University.

1.7 Limitation of the Study

This research work is limited to secretaries of Adamawa State University due to

time constraint and lack of finance. Time constraint in the research work which has

to be completed within the shortest available time due to academic work pressure

and other activities. Financial constraint is the most challenging of all where a lot

money have to be spent in order to carry out a successful research work.

1.8 Definition of terms

The following are special terms used in this study and they are clearly

defined below for better understanding.

Impact: the powerful effect that something has on somebody or something.

Time management: Is the act or process of planning and exercising conscious

control over in the amount of time spent on specific activities.

Secretaries: are persons who work in an office working for other persons, dealing

with letters and telephone calls, typing, keeping records and making business

arrangement.

6
Overall performance: consider everything act that involves a lot of effort.

Organization: is a group of people who form a business such as a company, an

institution, etc. together in order to achieve a particular aim.

7
 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 Introduction
This chapter dealt with the review of related literature on the “impact of time

management to secretary overall performance in an organization”. It contains

views expressed by different authors as it is done under the following sub

headings:

1. Important of time management.

2. Effectiveness an efficiency of time management to office technologist

3. Causes of improper time management.

4. Ways of overcoming problems associated with time management.

5. Summary.

8
2.2 Conceptual Frame Work

Gunton (1995) stated the time management is the control time in order to

produce useful output within a stipulated period; the computer is a useful

component for achieving time management.

The research agreed that time management is all about effectiveness and

efficiency of what you do and how you do, it such as the need to balance private

and working lives together.

According to Ukonu (1997) secretary is a custodian of information a

reservoir of idea and model of modesty who have received specialized training

on typing and shorthand as well as other business subject.

Bagrial (1998) has his definition of secretary as the ear eye and hands of the

organization, in related course, the secretary is very sharp in keeping memories

and remembering them, furthermore, she/he is the boss memory aid to remind

him of his appointment plans and important schedule.

Okolo (2002) confirmed secretaries as someone who works in an office

typing documents, keeping record and arranging meeting she goes further to

defined secretaries as one who know the office skills being able to assume

responsibilities and execute him work without much supervision.

9
 Ezugwu (2003) saw secretary as someone to whom an absolute confidence is

reposed on, who could write letters for a king or great nobles and who could

keep the content to himself.

The research agrees that a secretary’s is a person who is employed to deal

with correspondent and other related office work in a business organization to

ensure attainment of business objectives.

Thesauru (2005) sees performance as functioning implementation,

execution, performing, carrying out, and operating, running, working feat.

Hornby (2007) stated that performance is how well or badly you do works.

Performance is defined by Encarta (2010) as the manner in which something

or somebody functions, operates or behaves.

The research is on the opinion that performance is the way in which

somebody does a job, judge by its effectiveness more so a thing or something

that is carried out or accomplished.

2.3 The Importance of Time Management to the Secretaries

Proper time management can change every aspect of your life and make it

better, the secretaries can reap the benefit mentally, emotionally, physically and

financially important greater productivity, confidence, and the ability to meet

10
goals, time management gives the opportunity to have fund and gain control

over one’s life by following proven time management theories and to be

creative and productive at work and enable the secretary to do the right thing at

the right time.

The following are some of the specific importance of time management to a

secretary

1. Give more quality of time: Effective time management give secretaries

more quality time to make progress and enjoy life to the fullest. Through

right time management the secretaries can learn to find time for the things

that are important to them even a small amount of time once a day, or even

once a week, will take the secretaries closer to their goals and you will be

surprised at the progress at they make.

2. Time management: will help secretaries to set up their priorities. Once you

will you have a list of things you need to see what you shall do first.

3. Time management will help secretaries to cluttered desk, reduce and

speedup routine work.

4. Give a peace of mind when the secretaries finished their work in time, and

proper time maintained, they will have peace of mind even if another work

is given to them again by their bosses.

11
 5. Reduce frustration: the secretaries be at times feel frustrated to the core

when they have to create a balance between their hectic and tiresome

routine, for their reason one would have to find time to do everything his

heart desires. Here comes the importance of time management. It enables the

secretaries to get rid of the feeling that they have much to do and no enough

time. This will help them to fill calm and enable the secretaries’ focus on

what they are doing without stress and strain.

6. Help Discipline the secretaries: Time management is a huge part of

managing yourself. If you cannot manage time won’t manage you limited

resources, It is found that learning to manage time helps to discipline

yourself as secretary.

2.4 Effectiveness and Efficiency of Time Management to office technologist

In the past few years it become popular to talk about effectiveness rather

than efficiency. There is a good reason for this: it is not enough to get things done

if they were not the right things to be done in the first place.

Okolo (2002) posit Effectiveness is a matter of remembering what’s

important and staying on task, efficiency on the other hands is usually about trying

to take care of the things you need at little time and effort as possible.

12
 Maximizing your efficiency and effectiveness can often be broken down into

two (2) steps.

1. Keep your long term goals were you can see them, give yourself visual

reminders of what you are trying to accomplish on a bigger scale and put them

in a place where you will see them every day. This will stop them from making

their eyes off the ball for very long.

2. Don’t miss the forest for the tree: never get so wrapped up in your “someday”

goals.

2.5 Causes of Improper Time Management

Inappropriate management of time has caused a drastic setback in many

organizations today.

According to rebirth and Tim (2003), poor time management skill can

affect the productivity of an individual (secretary) within the organization. It

can also lead to missed deadline and poorly completed texts. However poor

time management can affect entire company not just the secretaries. The poor

time management skills of one team member can cause conflict through the

entire company.

Repot and tine (2003) highlighted some causes of improper time

management they, are as follows:

13
1. Inability to complete a task when a secretary does not complete one task in a

day will led to a pile up of unfinished work. These might be as a result of

uncolored object and priorities. This could also be caused by procrastination, by

prolonging the planning activities.

2. Wasting time on unimportant activities some secretaries spend most of their

working hours on frivolous and unimportant activities that cannot benefit the

organization. Although most time such unnecessary engagement are not

deliberate. They include:

(a) Having get another coffee.

(b) Hanging out small talks with colleagues etc.

3. Uncertainty of what is to be accomplished: That is lack of goals, failure to break

down the foals into a serious of talks or lack of awareness about how to manage

time or how much time is needed to complete given talks. Inability to delegate

on what is to be achieved.

4. Stress: Poor time management can lead to stress management problems in

workplace. Stress

Stress management issue extends from the people who have poor time

management skill to the entire team. When one team member is unable to organize

his time effectively to keep work moving forward, the other team members feel the

stressful effects of being behind schedule.

14
As a result, the other team members performance suffers from the added stress,

which builds as the project, fall further behind schedule. This stress can cause team

member to engaged in conflict characterized by blame and refusal to take on

additional responsibilities.

5. Excessive Meeting Time: because of poor time management project fall behind

schedule. Additional meeting is required to plan and reallocate resource to bring

the project back up to speed each hour in a meeting is an hour taken away from

completing a task.

6. Absenteeism: Absenteeism an excessive break time is another symptom of poor

time management. This create additional stress among the team members by

putting project further being schedule, setting of the stage for heightened

conflict.

2.6 Ways of Overcoming Problems associated with Time Management

Time management is the organization of task or event by first estimating how

much time a task will take to be completed, when it must be completed and then

adjusting event that would interfere with it complete so that completion is reached

in the appropriate amount of time.

Jim (2004), stress that some of the criteria should be observed, in solving problems

of time management, these criteria are as follows:

15
 1.  Never Procrastinate: secretaries should always treat work as they come so

as to help them finish work on time.

2. Stay Away from Bad Distractions: If there is a good side to distractions,

there is also a bad side. If a distraction takes up too much of your time, you
will find yourself greatly behind on work. So, get to know which distractions
tend to drain too much of your time – and then make every effort to avoid
these distractions.

3. Make a Schedule – and Stick to It: as a secretary always set your to do list

these will make you archive your work on time.

4. Set Some Boundaries: a good secretary will set boundaries for things to do

within the day in the office that will help him achieve his work without

attending to unserious things.

5. Time for meetings should be short an brief a good secretary will always stick

to his agenda during meeting and will know when necessary to hold

meetings.

6. Punctuality: been able to come on time will help to get work on time, break

should be taken when necessary.

2.7 Summary

It is pertinent to note that no secretaries can achieve success without proper time

management because all resources need appropriate management which time is the

16
most sensitive. However, in order for the time to be properly managed adequate

time for planning should be observed.

Inability to complete a task, wasting time on unemployment activities, uncertainty

of what to be accomplished are some of the cause of improper time management to

secretaries which often lead to stress and stress portent service problem to the

secretaries.

Finally, proper time management can be achieved maintaining to daily time

log of how much time a secretary spend on particular activities and big prioritizing

work on daily basis will go a long way in helping secretaries accomplish his/her

task with peace of mind.

17
 CHAPTER THREE

METHODOLOGY

3.1 RESEARCH METHODOLOGY

In this chapter effort was made to check the method of gathering the data needed

for the research which includes research design, population, sample population,

instrumentation, reliability and validity method for data collection and method of

date analysis.

3.2 RESEARCH DESIGN

The research design used for this research work is survey. It is used to get the

required information, because the opinion of secretaries is sort in order to

understand the impact of time management on secretaries overall performance in

an organization .

18
3.3 POPULATION
The population of this study is made up of all the secretaries in Adamawa State

University, Mubi numbering forty-five (45)

3.4 SAMPLE POPULATION

Due to the small size of the population the researcher used the entire population for

the research numbering fifty-four (45)

3.5 INSTRUMENTATION
To get the required information for the research the researcher decided to use the

questionnaire as the method for data collection for the work titled the role of office

machines and equipment in the performance of secretarial function.

3.6 RELIABILITY AND VALIDITY OF THE DATA

In order to ensure the reliability and validity of the data used for this research

work, the questionnaire was given to the project supervisor and some staff on the

department of office technology and management federal polytechnic Mubi, for

validation

3.7 METHOD OF DATA COLLECTION

In conducting the research the researcher used the primary and secondary source of

data collection. The primary source used was questionnaire, while the secondary

source was text books, internet and other articles. The researcher used hand to hand

method to distribute the questionnaire.

19
3.8 METHOD OF DATE ANALYSIS
In analysis the data collected for the research work simple means statistical tool

was used in analyzing the data. The researcher decided to use five (5) point rating

scale.

VARIABLES CODS VALUE

Strongly Agreed SA 5
Agreed A 4
Undecided UD 3
Disagreed D 2
Strongly Disagreed SD 1
Using liker type rating scale of 5, 4,3,2,1, sample mean was then collected with the

formula.

X= ΣFX
N
X = Mean

Σ = Summation

X = Nominal/Assigned values

F = Frequency

N = Number of respondents

20
3.9 DECISION RULE

The Following decision rules were adopted for this research work. Any mean

score from 3.50-5.00 is accepted as having influence on the problem at hand, while

a mean score of 1.00-3.49 is unacceptable and has on effect on the problem at

hand.

21
 CHAPTER FOUR

PRESENTATION, ANALYSIS AND INTERPRETATION

4.1 Summary of question Distributed

In the process of carrying out this research work, forty five (45)

questionnaires were administered to the secretaries in Adamawa State University,

Mubi and forty three (43) questions were returned successfully representing 95%

return.

4.2 Answering Research Questions

22
Research question one: how important is time Management to the secretaries
overall performances?
S/N Statements SA A UD D SD ∑FX N x́ Remarks
5 4 3 2 1
1 Effective time management 25 10 5 2 1 185 43 4.3 Agreed
gives more time to make
progress and enjoy life to the
fullest
2 Time management is important 32 4 4 2 0 192 43 4.4 Agreed
because it reduce frustration
3 Time management gives peace 31 4 6 1 1 192 43 4.4 Agreed
of mind when properly managed
4 Time management is important 35 3 3 1 0 198 43 4.6 Agreed
because it makes one become
more productive using improved
time management skills and
tools
5 Proper time management reduce 35 2 3 1 2 196 43 4.5 Agreed
cluttered desk and speed up
routine work

TABLE ONE
22.2
Source: Field Survey: 2021 Average Mean x́= 5 =4.4

From the above table, the respondent have an average mean of 4.4 which

suggested that effective time management gives more time to make progress and

enjoy life to the fullest. And time is important because id reduces frustration; it

gives peace of mind when properly managed.

Also the above data reveals, that the respondents also agreed that time is

important to the secretaries overall performance, because it gives more time to

enjoy life to the fullness, reduces frustration, hives peace of mind when properly

managed etc.

23
Research Question Two: how can time be managed effectively and efficiently by
secretaries?
TABLE TWO
S/N Statements SA A UD D SD ∑FX N x́ Remarks
5 4 3 2 1
1 In order for time to be properly 34 7 4 1 1 213 50 4.3 Agreed
managed adequate time planning
should be observed
2 Time can be managed effectively and 37 4 4 1 1 213 50 4.3 Agreed
efficiently by secretaries if giving
adequate attention on current
activities.
3 Time can be managed by secretaries 40 2 0 2 3 215 50 4.3 Agreed
in the office by division of time
correctly and equally between
different aspects of the job.
4 Time could be effectively managed if 32 8 2 4 1 207 50 4.1 Agreed
traveling time is part if the scheduled
activities.
5 People who are not vary good at time 29 8 4 4 2 199 50 4.0 Agreed
management should find someone to
put them on track on how time can be
managed effectively.
22.2
Source: Field Survey: 2021 Average Mean x́= 5 =4.4

From the above table, the respondents have and average mean of 4.4 which

reveals that in order for time to be properly manage, adequate time planning should

be observed, time can be managed effectively and efficiently by secretaries if given

adequate attention on current activities. Time managed by secretaries in the office

by division of time correctly and equally between different aspects of the job.

Also the data shows that time could be effectively managed if travelling time
is part of the schedule, and people who are not very good at time management
should fine someone to put them in track on how time can be managed effectively.

24
 The researcher is in agreement with the respondents that time can be
managed effectively and efficiently by secretaries if adequate time planning
should be observed, adequate attention on current activities, by division of time
correctly and equally between different aspects of job. Travelling time is part of
the schedule find someone to put them on the tract on how time can be managed
effectively.

Research Question Three: what are the causes of improper time management?
TABLE THREE
S/N Statements SA A UD D SD ∑FX N x́ Remarks
5 4 3 2 1

1 Wasting time on unimportant 38 4 2 3 0 218 50 4.4 Agreed

activities can cause improper time
management.
2 Inability to complete a task can be one 37 3 2 2 3 210 50 4.2 Agreed
of the causes of improper time
management.
3 Lack of clear goals is one of the 34 6 3 2 2 209 50 4.2 Agreed
causes of improper time management.
4 Improper time management causes the 36 7 2 1 1 217 50 4.3 Agreed
completion of project to fall behind
schedule.
5 Incompetency is one of the causes of 32 9 2 3 1 209 50 4.2 Agreed
improper time management by
secretaries.
22.2
Source: Field Survey: 2021 Average Mean x́= 5 =4.4

From the above table, the respondent with the average mean of 4.4 reveals

the cause of improper time management such as wasting time on unimportant

activities can causes improper time management inability to complete a task in is

one of the causes of improper time management, improper time management

causes the completion of project to fall behind schedule.

25
 The respondents with the mean score of 5.0 strongly agreed that lack of clear

goals is one of the causes of improper time management by secretaries.

The research also strongly agreed with the respondent’ view that wasting

time on unimportant activities, inability to complete a task lack of clear goals

incompetency and improper time management causes the completion of project to

fall behind schedule, are all causes of improper time management by secretaries.

Research Question Four: what are the ways of overcoming the problem of
improper time management?
TABLE FOUR
S/N Statements SA A UD D SD ∑FX N x́ Remarks
5 4 3 2 1
1 One of the ways of solving problems 35 5 4 3 0 213 50 4.3 Agreed
of time management by secretaries is
completing of task at the appropriate
time.
2 Understanding ones goal and the role 38 4 3 1 1 218 50 4.4 Agreed
play in a giving circumstances.
3 Secretaries should endeavor to carry 40 2 1 1 3 216 50 4.3 Agreed
out their work efficiently.
4 Get into the having of writing things 39 3 2 2 1 218 50 4.4 Agreed
to be completed down than putting it
in mind.
5 Maintain a clear view of important 37 5 2 2 1 216 50 4.3 Agreed
activities that will benefit the
organization.
22.2
Source: Field Survey: 2021 Average Mean x́= 5 =4.4

From the above table, the respondents with an average mean of 4.4 agreed

that the statement below are the ways of solving problem of time management by

secretaries is competing of task at appropriate time, understanding ones goal and

26
the role play in a given circumstance, secretaries should endeavor to carry out their

work efficiently and to maintain clear view of important activities.

The above information reveals that secretaries should get into the habit of

writing thing to be completed down than putting it in mind.

The respondents with mean score of 3.2 disagreed with the above

information that secretaries should get into the habit of writing things to be

completed down than putting it in mind.

The researcher is in agreement with the respondent with the mean score 3.2 that

secretaries should get in to the habit of wring things to be completed down some

time is not forgetting the right things to do at the right time but procrastination

4.3 Summary of Findings

The chapter has considered and discussed respondents views on the research

question distributed. One of the major findings of the study is that understanding

ones goals and role play in a given circumstances has brought improvement in

carrying out secretaries job efficiently.

Specifically it is found that time management has made a tremendous impact

on the secretaries overall performance at work place. The following are some of

the important of time management reduces frustration, gives peace of mind, gives

more time to make progress and enjoy life to the fullest, make one become more
27
productive using improve time management skills and tools, reduce cluttered and

speed up routing work.

The table went further to state how time can be manage effective and efficiently by

secretaries such as adequate time for planning should be observed given adequate

attention on current activity etc., it also revealed the causes of improper time

management they include incompetency. Lack of clear goals, wasting of time on

unimportant activities etc. the study went further to suggest ways of solving the

identified problems of time management which include the following,

understanding ones goal and the role they play in a given circumstance, secretaries

should endeavor to know and do their work efficiently etc.

28
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 Summary
This research work was centered on the impact of time management on

secretaries overall performance of Adamawa State University Mubi. Some of the

objectives of the study were to; determine how important time management is to

the secretaries overall performance, to point out how time can be managed

effectively and efficiently by secretaries, to identify the causes of improper time

management.

Literature review is done using the primary and secondary source of data.

The sample population of the study was made up of all the secretaries in Adamawa

State University. The method was though appropriate because the options of the

29
respondents were needed to resolve the problems at hand the respondents were

needed to resolve the problems at hand.

A five point Likert-type scale was to present the data collected while the

mean statistical too was used to analyzed the data in order to prospective readers.

The major findings of the research were also presented together with though-out

recommendation.

5.2 Conclusion
Time can be managed effectively and efficiently by secretaries in an

organization. From the findings, the researcher therefore, concludes that time

which is one of the resources every individual possessed equally should be

managed judicious. One cannot spend equal amount of time in each areas everyday

but if in the long run spending a sufficient quality and quantity of time in each area

is observed then life will be balanced.

5.3 Recommendations
The following recommendations are made to improved the quality of

managing time by secretaries to be successful in a given organizational set up.

1. The most powerful weapon to deal with problems of wasting time on

unimportant activities is to say “NO” to those things that do not demand one

time and spend their time on important things that will benefit the

organization.

30
 2. One should make effort in completing a task at the appropriate time.

3. Take more time in planning than in carrying out the job itself because one

who fails to plan, plan to fail.

4. Never performed a work half way always try to complete it before moving to

the next one.

5.4 Areas of Further Studies.

The researcher suggested that the research work did not cover all the areas

that are related to “the impact time Management on secretaries overall

performance” to this effect the researcher suggested that further researcher

should conduct further studies in the following topics:

1. Time management as a tool for effective job performance to secretaries.

2. The appraisal of proper time management in effective performance in an

organization.

31
 REFERENCES

Ayiro, S.K. (2000), Impact of Modern Technology in Today’s Business, 1st

Edition, Lagos, Prime Printing Press

Bagrial, T. (2003), Advance Office Systems, 2nd Edition United States of America,
South West Publishing Company

Brain, B. (2003), Information Technology in Modern Office, 3rd Edition London,

Mcdonald Press Ltd.

Bunting, E. (2005), The Office Worker, 2nd Impression, Southampton, Great

Britain Camelot Press Ltd.

Chapman, R.J and Oliver B.C. (2003), Data Processing, 5th Edition United State,
Harestock D.P Publication.

Cumming, M. (2003), The I-Series Computing Concept, 2nd Edition New York,
McGraw-Hill Company Inc.

Denyer, J.C. (2006), Office Management, 5th Edition, Plymath Machanal & Evans
Ltd.

Dick, A.O. (2000), Information Technology at Work, 2nd Edition London,

Heinemann Education Books Ltd, 22 Bedford Square Inch 163H.H

Erick, T. (2005), Modern Secretarial Practice, London DMSP Publishers.

Ezugwu, R. (2004), Secretarial Duties Today, 1st Edition, Anambra State,

Published by Best Prints Production Ltd., No9A Stuard Young.

Gunton, H.A. (2009), Basic ICT Office Application, 2nd Edition Owerri, Nigeria,
Esther Publishing Limited.

Hornby, J.C. (2001), Office Information System for Training Institution,

Revised Edition, Nigeria, Fountain Publishers.

32
 JOURNALS
Anthony, P. and Dajur, K. (2005), Technological Development on the Secretarial
Profession, Illorin NAPSSON at 9th Annual Workshop

Auaji, E. (2009), Prospect of Secretarial Profession in the 21st Century, Kano 94:
A Paper Presentation NAPSSON National Conference

Akpomi, M. E. (2003), Effects of Modern Office Technology as Perceived by

Secretaries. Business Education Journal, 4(1), 147-155.

Akpomi, M.E., and Ordu, P. (2009), Modern Office Technology and the
Secretary's Productivity in Private Business Organisations. African
Journal of Business Management, 3(8), 333.

Edwin, A. E. (2008), Self-employment: An option for professional secretaries’ in

Nigeria. Journal Contemporary Business Education
Research. (JOCBER),1(1), 25-30.

33
 APPENDIX I

Department of Office Technology and Management,

Federal Polytechnic, Mubi,
P.M.B 35, Mubi,
Adamawa State,

19th March, 2021.

________________________
________________________
________________________

Dear Sir/Madam,

VALIDATION OF QUESTIONNAIRE

I am a final year National Diploma (ND) student of the above-named

institution and department, writing a project on “The Impact of Time
Management on Secretaries Overall Performance in an Organization A Case
Study of Adamawa State University, Mubi.”
You are please required to validate the enclosed questionnaire in order to
ensure face and content validity. A copy of the purpose/objectives of the study is
enclosed for guidance.
I anticipate a favorable reply to my request.
Thank you.

Yours faithfully,

(Signed)

ABDUL RAHMAN SALIHU DAZALA

SCT/OTM/ND/18/042

34
 (Researcher)
PURPOSE/OBJECTIVES OF THE STUDY

The main purpose of the study is on ““The Impact of Time Management

on Secretaries Overall Performance in an Organization A Case Study of
Adamawa State University, Mubi.”

. The specific objectives of the study are as follows: -

1. To determine how important time management is to the secretary’s

overall performance

2. To point out how time can be managed effectively and efficiently by

secretaries.

3. To the causes of improper time management.

4. To suggest ways of overcoming the identified problems.

35
 APPENDIX II

Department of Office Technology and Management,

Federal Polytechnic, Mubi,
P.M.B 35, Mubi, Adamawa State,

12th March, 2021.

_____________________
_____________________
_____________________

Dear Respondent,

FILLING OF QUESTIONNAIRE

I am a final year National Diploma (ND) student of the above-named

institution and department, writing a project on ““The Impact of Time
Management on Secretaries Overall Performance in an Organization A Case
Study of Adamawa State University, Mubi.”
You are please required to fill the attached questionnaire to the best of your
knowledge. Your response will be treated with strict confidentiality and will be
used for the purpose of this research alone.
Thank you for your anticipated cooperation.

Yours faithfully,

(Signed)

ABDUL RAHMAN SALIHU DAZALA

SCT/OTM/ND/18/042
36
 (Researcher)
QUESTIONNAIRE ON “THE IMPACT OF TIME MANAGEMENT ON
SECRETARIES’ OVERALL PERFORMANCE IN AN ORGANIZATION A
CASE STUDY OF ADAMAWA STATE UNIVERSITY, MUBI.”

SECTION A: Demographic Data (Personal Data)

NAME OF ORGANIZATION:___________________________________
RANK/POSITION:____________________________________________
EDUCATIONAL QUALIFICATION:_____________________________
YEARS OF WORKING EXPERIENCE_________________________________

SECTION B: THE QUESTIONNAIRE

Please tick [ √ ] appropriately responses that agree with your understanding to the

question/statement posed.

The keys to the response categories are as followed

Response Code Assigned Value/Score

Strongly Agreed SA 5
Agreed A 4
Undecided UD 3
Disagreed D 2
Strongly Disagreed SD 1

37
RESEARCH QUESTION 1:
How important is time management to the secretary’s overall performance?

S/ STATEMENTS S A UD D SD
N A 4 3 2 1
5
1 Effective time management gives more time to make
progress and enjoy life to the fullest
2 Time management is important because it reduce
frustration
3 Time management gives peace of mind when
properly managed
4 Time management is important because it makes one
become more productive using improved time
management skills and tools
5 Proper time management reduce cluttered desk and
speed up routine work

RESEARCH QUESTION 2:
How can time be managed effectively and efficiently by secretaries?

S/ STATEMENTS S A UD D SD
N A 4 3 2 1
5
1 In order for time to be properly managed adequate
time planning should be observed
2 Time can be managed effectively and efficiently by
secretaries if giving adequate attention on current
activities.

38
3 Time can be managed by secretaries in the office by
division of time correctly and equally between
different aspects of the job.
4 Time could be effectively managed if traveling time
is part if the scheduled activities.
5 People who are not vary good at time management
should find someone to put them on track on how
time can be managed effectively.

RESEARCH QUESTION 3:
What are the problems associated with the uses of machines and equipment in an
organization.

S/ STATEMENTS S A UD D SD
N A 4 3 2 1
5
1 Wasting time on unimportant activities can cause
improper time management.
2 Inability to complete a task can be one of the causes
of improper time management.
3 Lack of clear goals is one of the causes of improper
time management.
4 Improper time management causes the completion of
project to fall behind schedule.
5 Incompetency is one of the causes of improper time
management by secretaries.

RESEARCH QUESTION 4:
What are the ways of solving the identified problems?

S/ STATEMENTS S A UD D SD
39
N A 2
5 4 3 1

1 One of the ways of solving problems of time

management by secretaries is completing of task at
the appropriate time.
2 Understanding ones goal and the role play in a
giving circumstances.
3 Secretaries should endeavor to carryout their work
efficiently.
4 Get into the having of writing things to be completed
down than putting it in mind.
5 Maintain a clear view of important activities that will
benefit the organization.

40