Академический Документы
Профессиональный Документы
Культура Документы
ABEOKUTA
A PAPER PRESENTED
ON
BY
C. B. KUFORIJI (MRS.)
DIRECTOR, EXECUTIVE AFFAIRS
OFFICE OF THE VICE-CHANCELLOR
FEDERAL UNIVERSITY OF AGRICULTURE, ABEOKUTA
SCOPE OF PAPER
1.0 Preamble
4.0 Vocabularies
5.0 Abbreviations
7.0 How does a Secretary efficiently and Effectively perform his/her duties?
10.0 Conclusion
11.0 References
2
ENGLISH LANGUAGE A VITAL TOOL FOR SECRETARIES:
EFFICIENCY AND EFFECTIVENESS IN ATTAINING
ORGANIZATIONAL GOALS
1.0 PREAMBLE
Language is complex in nature. It is the system which is made-up of vocal sounds
and is used for communication and human interactions. Without sound formation,
language structure and human interaction will not be meaningful in a working
environment. It is all these that make language to be seen purely as a human
essence.
Although most of these sounds are different from one another, all possess the same
characteristics of language: a collection of symbols governed by rules, (i.e.
phonological, semantic and syntactic rules, and used to convey messages between
individuals.
Language is used only for man’s existence; whereas, other creatures have some
signs and sign systems which differ from human’s. It is possible for humans to
acquire two or more languages concurrently; most especially, children.
Also, Chomsky and Halle (1968) referred to Language as “a system of rules which
determine the relation of sound to meaning for an infinity of sentences for that
Language”.
Crystal (1974) defined Language as human vocal noise (or the graphic
representation of this noise in writing) used systematically and conventionally by a
community for the purpose of communication.
3
2. Interpersonal/Social Relationship: Language is useful for mutual
cooperation and continued peaceful existence of the people in a society, e. g.
“Good morning, class”.
3. Directional: One of the most important functions of a language is to impart,
reveal or share knowledge, ideas, views or information; or to convey vital
instructions or order, cultural transmission from one generation to the other,
and it has substantially quickened human progress.
4. Representational/Referential: This is the use of language to make certain
statements, convey facts, ideas and knowledge or to explain or report events.
5. Logic: This represents the scientific part of Language. Man is able to organize
his experience, and this is why one is able to syntactically construct meaningful
sentences. Hence, language is both structural and scientific.
6. Instrumental: It is evident that language is multi-purpose instrument used to
achieve any or all of the above mentioned functions. But at the same time, it
can be used to cause certain events to happen or not to occur. One can say
‘keep away’ or ‘you must proceed on compulsory leave with immediate effect’
4
v. As opportunity for securing Good Job: This is particularly relevant to
Nigeria as it enhances a person’s ability to secure good job and better
placement.
4.0 VOCABULARIES
It is important that when expressing oneself, the thoughts should be conveyed
clearly so as not to create misunderstanding for some people who come across
one’s expressions. Hence, there is need to always say exactly what one means
in order not to leave doubts as to the intention conceived. Consequently, one is
required to possess adequate knowledge of vocabularies. Also, the quality of
the ranges of vocabulary one has is more important particularly for business
purposes. Knowing and identifying a word used in a context is not sufficient
but how it can be properly decoded according to that context. Thus, the ability
to use a limited number of words with exactness is more important than just
having a vague idea of a larger number. A new word can be learnt in several
ways and regular use of dictionary will surely assist to expand one’s knowledge
of words and ability to use them correctly. It is advisable that one should make
it a point of duty not to overlook a new word without checking its meaning and
making a note of it. The idea of suggesting the use of a word causes wrong
usage in conversations or when writing or typing correspondence. It is when
the meaning of a new word is known that one can appropriately use it in any
given situation, and this then becomes an effective part of one’s vocabulary. A
good dictionary will also provide how a word can be pronounced, spelt or
differentiated from another, and its various usages.
For instance, some difficult words with their meanings are stated below:
Words Meaning
i. Obliterate Blot out, efface, erase
ii. Antidote A remedy for poison or other trouble, solution
Iii. Elicit Draw out, evoke, deduce
iv. Ludicrous Laughable ridiculous, absurd, incongruous
v. In-accessible Uneasy to approach
vi. Recuperate Rejuvenate, convalesce
It should be noted that there is no two words in English Language that have the
same meaning/or uses.
5
5.0 ABBREVIATIONS
Abbreviations are shorten forms of words and phrases, and they embrace
such words formed from the initials or phrases. These are, in other words,
called acronyms. But some times we always assume that they are
interchangeable. For examples:
Mgt - Management
Mtg - Meeting
Reqd - Required
Regd - Registered
w.i.e. - with immediate effect
w.e.f. - with effect from
asap - as soon as possible
asap - as soon as provided
fcp - foolscap
E & OE Errors and Omissions exempted
6
7.0 HOW DOES A SECRETARY EFFICIENTLY AND EFFECTIVELY PERFORM
HIS/HER DUTIES?
Before addressing this question, let us refresh our memories of who a secretary
is?
A Secretary is an assistant to an executive, possessing mastery of office skills
and ability, assumes responsibility without direct supervision, who displays
initiative, exercises judgement and makes decisions within the scope of his/her
authority.
According to Medlyn and Unwin (1980), a secretary is an ambassador of the
organization. More often than not, she is the first person with whom customers
or members of the public come in contact. First impressions last forever.
7
i. Secretarial Skills: Should possess good shorthand and type writing skills, use of
the computer with various software, secretarial duties and good communication
skills – excellence command of English language and punctuation.
ii. Accuracy: That is, freedom from mistakes or errors. This is an important asset
of an efficient and effective secretary.
iii. Thoroughness and Orderliness: Paying attention to details which requires
concentration and diligence at work. It is essential to be thorough in
everything, such as checking spelling; ensuring that dates are correct with days.
Orderliness is really tidiness. The top of your desk should be tidy with a place
for each item.
iv. Use of the Learners Dictionary: This would assist you to check the correct
spellings of words.
v. Initiative: Should be able to correct or reconstruct sentences in letters or
reports.
1. With the explanations given above, how would secretaries use this vital tool to
achieve their optimum in their daily activities in their offices?
The ceremony was colourful; it was a party in commemoration of the first year
anniversarya of the Chief’s death. The Chief was a powerful politician, with a large
followershipb in his lifetime. There was plenty to eat and drink, and guests were
seated in groups – relations, family friends, professionals, retireesc and so on. Old
friends were happy to meet themselves,d and chatted pleasantly about the occasion
as they dined and wined.e The head of the village was there; as guests arrived, they
went across to him on the high table,f prostratedg before him and greeted him.
I had just started eating when I saw Kunle (poor man, he’s out of job!h) come in, in
company of his senior sister.i He, too, saw me and came straight to me. As he sat
beside me and tried to explain why he had come a little late, I put down my fork and
knifek and requested forl hot drinksm for both of us, but he would prefer soft. He said
8
he had had to go and condolen a friend who had lost his junior brothero – the brother
died in a ghastly motor accident.p Even then, he would have to leave immediately
and join us at the party later because he had to attend a meeting which willq holdr
between 3 to 4 p.m.s Meanwhile, I congratulated him fort his brilliant performance
on the stageu in Zulu’s play recently, and also advised him to completely hands offv
the matter of Tunde’s grandmother’s estate. “No problem, I would.w Thank you, I
willx like to go now. See you later.” As soon as Kunle left, his sister moved her chair
nearer and pleaded with me to forgive her friend: “You’ve got to make it up with
Sinmi now at all cost.y She has shown beyond all doubtsz that she is sincere.”
4. IDIOMS
9
(to publish a new book, show off)
4. The auctioneer has successfully brought off a lucrative bargaining.
(won the business, destroy)
5. Rebels in the neighbouring country have brought down the government.
(overcome, pull down)
REFERENCES
10