CHAPTER
ONE
1.0 INTRODUCTION
1.1
BACKGROUND OF THE STUDY
Human devolvement and interaction is rest on communication and
without communication man cannot survive in society since no man can live in
isolation of others.
Communication as a process of exchanging ideas, attitudes,
feelings and information through an appropriate channel from one person to the
other is a basis for every endeavour of man; it prompts people to act and think
in certain ways and touches every sphere of human activity (Silver 2000).
Man
extends himself to others through communication; he increases the frontier of
his knowledge and experience through the process. For communication to be
effective the message sent by the source or sender must be clear and not
ambiguous (Michael 1998). Communication may occur in small
groups, such as families, clubs, religious groups, friendship groups, or work
groups. The chief aim of communication is to effect change in someone, that is,
to shape action or to secure inactiveness in the total interest of a business
enterprise (Sharp 2001). It is a flux that binds people together in an
organization.
It can be
considered as the inspiring force resulting to industrial harmony and can be a
device for ascertaining and taking remedial action to ensure the achievement of
the desired goals (Easy Communication, 2006).
It is therefore necessary for groups to communicate well, both
among themselves and with other groups, so that their members can perform their
work effectively and make good decisions (Lievrouw 2008). The inference here is
that communication breakdown is the single greatest barrier to corporate
excellence. To avert this, conventional Industrial Relations see effective
channels of communication (between the employer and its managers on one hand,
and the employees and their representatives on the other hand) as essential for
eliminating misunderstandings and ultimately the industrial conflicts (Babayo
2003, Moore 1999).
Effective communication thus becomes one of the basic ingredients
needed for safe-piloting of organizations since it has been acknowledged that
conflict is inevitable in any organization. From time to time with workforce,
regular interactive relationship between the superiors and the subordinates and
within the superiors as well as within the subordinates effective communication
is seen as genuine panacea for industrial harmony and better ground for
realization of the organization's objectives (Reed 1999).
Correspondence
is the life-blood of organization of course we all rely on information whether
in business, for social club activities, streams of correspondence flowing in
and out of an organization efficiently and systematically approach so that the
purpose of existence of an organization could be accomplished. This call for
the application of information management.
Correspondence implies the various methods of conveying written
messages or communication between people in business and government offices. It
could also be between friends and relatives. Correspondence can also be said as
vital document, papers or books contain information on the activities relating
to the organization and which are kept for future references.
Management as a process which enables an organization to achieve
their objectives by planning, organizing and controlling their resources
gaining the commitment of their employees.
Correspondence management therefore, is a complete circle of
record, which includes all the activities dealing with the creation,
maintenance use and disposition of record.
The most important responsibility of any organization is the
expert handling of correspondence. The standard of any Organization is measured
by their ability or inability to handle correspondence effectively and
efficiently.
The way
of managing correspondence in an organization has important impact in an
organization both in terms of production and quality. It also has impact on the
image of the organization can only be judged through the communication of an
organization that is how well correspondence is being handled both internally
and externally from research and observation, it was confirmed that the
successful organization are the products of proper management of correspondence
and communication as a whole.
Therefore,
this research work aims at finding out how important is the correspondence
management as a channel of organizational communication.
1.2
STATEMENT OF THE PROBLEM
Some organizations have collapsed because they lack the skills
required in handling correspondence either as the receivers or as the senders.
Many reasons can be deducted for the under development of some organizations
but the most important one is the impact of correspondence management as a
channel of organizational communication.
Many organizations have failed and are doomed to fail if
correspondences are not properly handled. If this solution of mismanagement of
correspondence were not arrested, many organizations would be ruined. It could
be observed that many organizations that have no effective control of
correspondences coming in and going out of the establishment would end up
finding it difficult to achieve its objectives.
In the light of above, there are needs to determine the extent to
which mismanagement of correspondence can affect the attainment of
organizational objectives and effective communication.
1.3 RESEARCH QUESTIONS
· To what extent does use of
technology in filing of correspondence affect the attainment of performance of
secretaries?
· To what extent do
technology changes affect the performance of office managers?
·
To what extent do
insufficient facilities affect the handling of correspondence in achieving
organization goals?
·
To what extent does
effective filing of correspondence affect the growth of organization?
1.4
OBJECTIVES OF THE STUDY
The
purpose of this study is to examine the “importance of correspondence
management as a channel of organizational communication and also to highlight
the need and effect of correspondence management and to educate many
researchers who may lay their hands on this work on how correspondence can be
properly managed in an organization.
1.5
THE SIGNIFICANCE OF THE STUDY
This
research work will show the importance which correspondence management has on
the quality of the output as well as the image of the organizations.
It will
also enable secretary to acquire the necessary skills in producing typed mail
able correspondence and how best to protect or file them. It will show the
indispensability of a secretary.
1.6 SCOPE OF THE STUDY
This
study will be restricted to the importance of correspondence in an organization
with Osun State Polytechnic as a case study.
1.7
LIMITATIONS OF THE STUDY
This research work shall be limited to the importance of
correspondence management as a channel of organizational communication using
Osun State Polytechnic, Iree as the case study. The following are the
limitations that hinder the study of this research work;
i.
Financial Constraint:
There are not enough funds to fuel the study of this research work. The
researcher has access to a very little source of fund.
ii.
Time Constraints: Due to
the limited time available to carry out this research work, it is not possible
to carry out the research extensively as anticipated by the researcher.
1.8
DEFINITIONS OF TERMS
The following terms were used in the study and for better
understanding they are defined below:
CORRESPONDENCE: Correspondence is the exchange of information in a
written form between one organization and the other correspondence covers many
types of document, which includes, letters, minutes, memorandum and reports but
attention will mostly given to letters in this research work.
MANAGEMENT: Is the process of which involves the planning,
organizing and controlling of the total business activities from one office to
another, which aids secretaries to leading of people so that the use of man,
materials and equipment result in efficient achievement of planned objectives.
ORGANIZATION: An organization is a form of business set up, which
involves the secretaries to perform his or her roles for the purpose of
achieving set goals and objectives.
DOCUMENT: Is a part of correspondence be inform of letters, data,
minutes, memorandum and reports written or printed to be used as a record or in
evidence.
INFORMATION: An information may be a piece of message, facts,
ideas etc being passed by the secretaries in communication from one subordinate
to paramount, words or numbers written that are used to express ideas.
COMMUNICATION: This is the sharing of information, ideas or
feelings among two or more people.
ORGANIZATIONAL COMMUNICATION: This refers to the communication
within and outside an organization.
