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FEDERAL UNIVERSITY OF AGRICULTURE,

ABEOKUTA

A PAPER PRESENTED

ON

ENGLISH LANGUAGE A VITAL TOOL FOR SECRETARIES:


EFFICIENCY AND EFFECTIVENESS IN ATTAINING
ORGANIZATIONAL GOALS

BY

C. B. KUFORIJI (MRS.)
DIRECTOR, EXECUTIVE AFFAIRS
OFFICE OF THE VICE-CHANCELLOR
FEDERAL UNIVERSITY OF AGRICULTURE, ABEOKUTA
SCOPE OF PAPER

1.0 Preamble

2.0 Functions of Language

3.0 Uses of English as a Language

4.0 Vocabularies

5.0 Abbreviations

6.0 What is Effectiveness and Efficiency?

7.0 How does a Secretary efficiently and Effectively perform his/her duties?

8.0 Attributes of an effective and efficient secretary

9.0 Interactive Session

10.0 Conclusion

11.0 References

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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.

2.0 FUNCTIONS OF LANGUAGE


Functions of Language comprise the following:
1. Communication: The prime and basic functions of language within a
society are to provide effective communication system so as to ensure
harmonious existence of human beings in any environment.

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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’

3.0 USES OF ENGLISH AS A LANGUAGE


English Language can be used for the following reasons:
i. As a Lingual Franca: It serves as a universal or foreign language to
communicate with the outside world.
ii. As a World Language: It is a world language because it is more or less the
world most spoken language as it enjoys the largest area of coverage and
second largest speakers in the modern world.
iii. As a National Language: It assists to ensure education, communication and
administration in the country.
iv. As a Unifying Language: In Nigeria, with dense population, large
geographical widespread and many ethnic groups, with various languages,
English Language assists to unify these groups together for easier
communication. It is an official language adopted from the kindergarten to the
university level to communicate through the various media and to discharge
administrative responsibilities.

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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.

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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

6.0 WHAT IS EFFECTIVENESS AND EFFICIENCY?


Effectiveness and Efficiency do not mean the same thing.
According to Kreitner (1980), Effectiveness “is accomplished by achieving a
stated objective” e.g. using a sledgehammer to kill a bothersome fly, you are
effective but you are not efficient. Also quoting Kreitner (1980) that “one
demonstrates efficiency if that object is achieved without wasting scarce
resources such as time, talent or funds. That efficiency has to do with the
relationship between input and output.
These definitions can be used to illustrate how secretaries use their time in
their daily activities in the offices to accomplish organizational goals.
urceResoUse

EFFICIENT Not reaching Reaching


of

goals/targets and goals/targets and


not wasting not wasting
resources resources
INEFFICIENT Not reaching Reaching
s

goals/targets and goals/targets and


wasting resources wasting resources
INEFFECTIVE EFFECTIVE
Goal accomplishment by Certo (1980) Principles of Modern Management

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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.

It may be considered that hints about personal qualities are unnecessary.


However, it is easy to forget how small, but important, details about
appearance and attitude affect a person’s work. If you know you are looking
attractive and neat and that you are efficient, your work will be pleasing to both
your employer and yourself.
A secretary should have the following personal attributes:
i. A good observer - of people and things.
ii. Adaptability - Must be able to work in any organization by
adapting to the situation he/she finds
him/herself.
iii. Level headedness - Learn to be confident and objective. Be
calm and poised always.
iv. Intuitiveness - It requires immediate recognition of and
sharp insight into things. You should be ble
to detect errors in your work and point
them out to your boss.

8.0 ATTRIBUTES OF AN EFFECTIVE AND EFFICIENT SECRETARY


For a secretary to be able to perform his/her duties effectively and efficiently
he/she should have the following attributes:

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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.

9.0 INTERACTIVE SESSION:

1. With the explanations given above, how would secretaries use this vital tool to
achieve their optimum in their daily activities in their offices?

2. Let us try the exercise below:

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

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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.”

3. PLEASE CONFIRM YOUR EFFECTIVE AND EFFICIENT USE OF ENGLISH


LANGUAGE ON YOUR JOBS.

LET US TRY THE FOLLOWING EXERCISES:

Tick the correct expressions:

1. Whoever pays the piper dictates the tune.


Whoever pays the piper calls the tune.
2. The devil you know is better than the angel.
Better the devil you know than the devil you don’t.
3. I will be in school tomorrow everything being equal.
I will be in the school tomorrow all other thing being equal.
4. Stop pulling my legs, I know you’ve won the game.
Stop pulling my leg, I know you’ve won the game.

4. IDIOMS

1. The boy was brought up by my aunty. (trained, taken up)


2. I am in deep water. (inside the ocean, in difficulties)
3. The PR Manager is trying to bring out a new journal.

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(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

Business Communication and Use of English (with Practical Persuasive


Communication Skills) M. B. A. Sannie

Management: Office Business. Education Adewale Onifade, Ph.D. Revised Edition.

Secretarial Services: M. Medlyn and W. Unwin.

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