AVAILABILITY OF OFFICE EQUIPMENT AND ITS EFFECT ON OFFICE WORKERS PRODUCTIVITY IN KADUNA POLYTECHNIC
1.1 Background of the study
An office equipment have gone beyond manual typewriter, ink, pot,
local storage facilities etc. into more complicated and effective modern
office equipment. Some organization has embraced and purchases some of
this equipment while others has not. In light of the above, the
researcher decided to investigate the availability of this equipment and
its effect on workers productivity.
In the early, age office activities which include paperwork was done
manually with the use of machine such as manual typewriter, large
duplicating machine, collating machine etc. These later developed into
new modern office equipment due to the disadvantage which includes
noise, bulkiness, lack of speed, waste of energy, time and resources.
Today, office equipment is required in every field of specialization,
this is because they facilitate clerical work and preparation of office
documents. The use of fax machines, WAP phones, teleprinters, internet
and e-mail facilities etc. is now the order of the day. These have now
made the work of the office professional more efficient than what it
used to be and given rise to what is now known as the modern office.
Other equipment include punchers, staplers, electric fan, air
conditioners, enhanced furniture and fitting to create a more
comfortable and convenient work environment for office activities to be
carried out smoothly.
Mills and Ford (2008), noted that office equipment enable workers to
work with minimum fatigue. It does not only increase efficiency but
boost production process which is the main objective of the
organization. Office work is made easier as less effort is put into
achieve a greater result. An employee may not have to go from one place
to another but can easily sit at his table and carry out his regular
office activities. However, today’s office cannot be discussed without
relating to technology.
According to Alli and Akinbi (1998), technology is an alteration in
the life of an equipment, character, knowledge and method of doing
things. The impact of these equipment resulted into acquisition of
needed office professionals to effectively operate these facilities in
order to be relevant in their labour market.
Pickard (2006), also states that employees who feel good are likely
to be more productive. It is easy to instinctively understand that a few
standard equipment in the office will make it a nicer place to be for
employees feel better as a result. However, when the finance manager
wants to know why thousand of money is wasted every year on caring for a
few office equipment, it is difficult to effectively demonstrate the
bottom line return on such an investment.
Many organizations are being driven by the value systems of office
equipment rather than its contribution to the organizations
productivity. In recent times, employees learn to operate new office
equipment mainly through attending courses, trainings, workshop and
seminars during which manufacturers will introduce their products and
demonstrate by giving illustrations about their equipment to various
Pickard further stresses that the office is the center of social
interaction and the design provide better meeting rooms, open spaces and
telecommunication facilities demands serious attention. The stacking
plans for the building are equally important, an efficient office layout
will take careful operational advances to optimize the use of assets,
facilities and function in use.
Boating (1992) state that today’s modern office equipment depend
largely on the use of office equipments to maximize and increase
organizational productivity. Office equipment help in making office work
easier, efficient and time saving and ensures accuracy.
Watson (1999), emphasizes that technology changes has tremendously
made an impact in various organizations especially with regards to the
office. He points out that office automation product looks nothing like
it did just 10 years ago. Outfitted with some of the most modern
business systems and equipment, the office today is a contemporary and
strict place for business. The sound of noisy and distracting equipment
or unsightly machines is now a thing of the past. The quality of output
cannot be compared to what it looks like years ago.
Roger (2008), points out that environment now resembles any peaceful
environment that you can easily relax in and not feel overwhelmed with
huge and bulky machines. Some of the hardware cannot be seen easily
unless you look really hard.
However, office professionals need to be trained to be acquainted
with the use, procurement and maintenance of existing office equipment
as well as know its relevance and benefits to the organization as a
whole. This is to enable organization face the challenges associated
with it. This is because despite the fact that the technology has
changed and transformed the office to a better one. There are still some
problems and aspects that cannot be overlooked as a result of those
technological changes. The use of some of this equipment has adverse
effects on the operators and the organization in general; which can also
have effect on its production level.
The equipment has more from the traditional age to the modern age and
therefore, there is need for the modern equipment to be available to
the users. It is in this regard that the study is embarked on which is
titled “An Assessment of the availability of the equipment and its
effect on organization productivity.
1.2 Statement of the Problem
The impact of the office equipment is of paramount importance to any
organization. However, there are some foreseeable problems along with
the numerous advantages of its existence. Many organizations do not put
this into consideration especially when it comes to organization
Office equipment increases the rate of intra and inter office
communication, however, the cost of installation and keeping the
equipment in a working state is exorbitant. He pointed out that the
initial cost outlay and maintenance of the equipment will increase their
expenses. As a result of this some organization do not purchase or make
use of them without checking the cost effect.
Office professionals are not trained on the proper use of equipment
or the various maintenance procedure that is required of equipment. He
reveals that since not all products are manufacture or serviced by a
single company, there should be a list of who to call incase of
emergencies. As a result of this the slightest malfunction problem gets
out of hand. There is no safety rule or training measures given to
employee on how to go about using equipment without it affecting their
Many organization do not provide adequate necessary equipment for
their employees even there is need for it, In some organizations these
equipment, through they exist strict measures, rules and protocols need
to be followed as declared by the management before employees can have
full access to them.
There is also the general problem which is the fact that the benefit
of using office equipment is not known to many organizations and as a
result acquiring them is not their priority. The aspects of cost of
purchasing it is core viewed as disadvantages and prefer to employ
people to work instead of machine. This will not enable the employees to
perform their duties efficiently and will slow down the production
In the light of the foregoing, the researcher will answer the following questions:
1. There are limited numbers of equipment that are available and those that are available are obsolete.
2. Does organization achieved maximum production without the use of equipment?
3. Inadequate funding for procurement and maintenance of office equipment?
4. How adequate are the furniture/fitting within the company?
1.3 Purpose of the study
The major purpose of this study is to access the availability of
office equipment and its effect on organizational productivity.
Specifically, the study indents:
1. To find out the availability of office equipment within Kaduna Polytechnic .
2. To determine whether workers achieve maximum production from the use of the equipment.
3. To find out the problems associated with the procurement and maintenance of office equipment.
4. To verify the adequacy of furniture and fitting as it affect workers productivity.
5. To find out the Impact of office equipment on company productivity.
1.4 Research Questions
The following research questions will be addressed in the cause of this study.
1. What types of office equipment are available within the Kaduna Polytechnic?
2. Do workers achieve maximum production from the equipment?
3. How are the problems encountered in procurement and maintenance of office equipment?
4. How adequate are the furniture/fittings within the Kaduna Polytechnic for effective production?
5. How does the provision of adequate of office equipment impact on Kaduna Polytechnic productivity?
1.5 Significance of the Study
1. Modern Business or Employers
This study will be very important to the management of modern Kaduna
Polytechnic and other employee of labour. This is due to the fact that
good office equipment increases output and enhances the achievement of
the set up goals. On the other hand faulty equipment are capable of
causing chaos and winding up of an office.
2. Potential Applicants
The research work will be relevant to applicants who intend to seek
for employment in certain office. They would therefore be fully
sensitized through this study on the knowledge and skills they should
endeavour to acquired in the course of their training. It will also
enlighten them on the problems that they may face in the office.
3. Practicing Employees
This study will be beneficial to those workers who are already
working with the Kaduna Polytechnic. Their attention will be drawn to
some problems, which may affect the health, productivities etc. this
research will also help the workers to carry out their work effectively
with the use of modern office equipment to enable them perform as it is
4. Future Researcher
This project will serve as a guide and source of information for
further research on this subject matter or other related topics.
1.6 Scope of the Study
In this survey study, the researcher intends to investigate and
assess how the office equipment is available in Kaduna Polytechnic. The
study will determine whether workers achieve maximum productions from
the uses of these equipments. It will expatiate to some extent, the
problem associated with the procurement and maintenance of office
The researcher will intends to verify the adequacy of office future
and fitting as it affect workers productivity and to find out the
impact of office equipment on organization productivity.
1.7 Limitations of the Study
It is expected that this study may experience the following limitations.
Firstly, this work will not be able to study all the manufacturing
company in Nigeria as such this may in a way limit the scope of this
Secondly, it expected that the management and staff of the selected
firm may not want to divulge certain data required for the study and
this may in way reduce the quality of data for the study. However, the
researcher will try his best to mitigate these limitations and others
unforeseen ones. This will be done by structuring and designing the
instrument for data collection to elicit non sensitive information from
1.8 Definition of terms.
Equipment: office equipment includes all items of machines and furniture that facilitates office operation.
Copiers Per Minute: that is copies that are done in with speed and can achieve great increase.
Traffic Cop: controlling all the information flowing
between the keyboard, the computer itself, the printer and various
other devices you may have connected.
Machine Technology: involves the physical aspect of equipment processes and work layout.
Knowledge Technology: are the actual methods, systems and procedures involved in carrying out the work or converting input to output.
System board: is the central processing unit that is CPU in the computer system, it processes all data.
RAM: Random Access Memory is the temporary storage device of the CPU. Data stored here can easily be erased where there is power failure.
ROM: Read Only Memory, is the permanent storage device of the CPU programme in the ROM cannot be tempered with.
TIH and Swivel: this is a device in the CPU that enables the notation of any given task.