Emerging trends in ict for secretaries

1. EMERGING TRENDS IN ICT FOR SECRETARIES
AND PERSONAL ASSISTANTS
‘Kunle ODUGBESAN
08055485055
odugbesanadekunle@gmail.com

2. SESSION’S OBJECTIVES
At The End Of The Session, Participants Will Be Able To:
■ examine ICT as a catalyst to performance improvement;
■ explain the role of cloud computing in performance improvement;
■ apply the various new trends in ICT to their job; and
■ identify the challenges of ICT in performance improvement.
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3. INTRODUCTION
■ Today we live in the Information Age, a time data are
been so easily accessible and information been so
valuable to organisations.
■ Secretaries are working hard to develop strategies for
capturing and managing data that flows through their
organisations and for transforming the data into useful
information.

4. ICT Defined
■ Information communication technology (ICT) is a
generic name used to describe a range of technologies
for gathering, storing, retrieving, processing, analysing,
and transmitting information.
■ Regarded as a vehicle for the acquisition, processing,
storage and dissemination of information (vocal, textual,
pictorial, numerical, etc) through a combination of
computing and telecommunications.

5. Components of ICT
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6. Modern Secretarial Functions
■ Some secretaries today undertake some of the routine work
performed by managers – examples, providing forecasts, preparing
budgetary information, drafting reports, interrogating various types
of information systems and in addition play a more prominent role in
the setting up of any necessary meetings or conferences and in
customer liaison.
■ The success of this scenario, has necessitated a recognition by many
managers of secretaries as professionals, and as such with a
willingness to delegate appropriate tasks to them.
■ The duties of a Secretary, PA, or Management Assistant are also no
longer confined to general tasks, but can change dramatically
depending on the type of organisation he or she works in.

7. The Duties of a Modern Secretary/PA Can
Include The Followings and More:
■ Mastering software used to create spreadsheets, databases, records, or
presentations.
■ Processing physical and digital information and data.
■ Maintaining executive schedules.
■ Using content management systems.
■ Serving as the hub of communication in an office, liaising between employees
and management.
■ Serving as office administrator.
■ Assuming HR responsibilities such as training junior staff.
■ Managing projects and conducting research.
■ Liaising with clients and suppliers.
■ Being involved in decision-making processes.

8. Internet of Things (IoT)
■ The internet of things, or IoT, is a system of interrelated computing
devices, mechanical and digital machines, objects, animals or people
that are provided with unique identifiers (UIDs) and the ability to transfer
data over a network without requiring human-to-human or human-to-
computer interaction.
■ A thing in the internet of things can be a person with a heart monitor
implant, a farm animal with a biochip transponder, an automobile that
has built-in sensors to alert the driver when tire pressure is low or any
other natural or man-made object that can be assigned an Internet
Protocol (IP) address and is able to transfer data over a network.
■ Increasingly, organizations in a variety of industries are using IoT to
operate more efficiently, better understand customers to deliver
enhanced customer service, improve decision-making and increase the
value of the business.

9. IoT benefits to organizations
■ Generally, IoT is most abundant in manufacturing, transportation and utility
organizations, making use of sensors and other IoT devices; however, it has also
found use cases for organizations within the agriculture, infrastructure and home
automation industries, leading some organizations toward digital transformation.
■ IoT can benefit farmers in agriculture by making their job easier. Sensors can
collect data on rainfall, humidity, temperature and soil content, as well as other
factors, that would help automate farming techniques. Other uses are:
■ monitor their overall business processes;
■ improve the customer experience (CX);
■ save time and money;
■ enhance employee productivity;
■ integrate and adapt business models;
■ make better business decisions; and
■ generate more revenue.
■ encourages companies to rethink the ways they approach their businesses and
gives them the tools to improve their business strategies.

10. IoT benefits to Consumers
■ The IoT promises to make our environment -- our homes and offices
and vehicles -- smarter, more measurable, and... chattier. Smart
speakers like Amazon's Echo and Google Home make it easier to
play music, set timers, or get information. Home security
systems make it easier to monitor what's going on inside and
outside, or to see and talk to visitors. Meanwhile, smart thermostats
can help us heat our homes before we arrive back, and smart
lightbulbs can make it look like we're home even when we're out.
■ Looking beyond the home, sensors can help us to understand how
noisy or polluted our environment might be. Self-driving cars and
smart cities could change how we build and manage our public
spaces.
■ However, many of these innovations could have major implications
for our personal privacy.

11. Why IoT is important
■ The internet of things helps people live and work smarter, as well as gain
complete control over their lives. In addition to offering smart devices to
automate homes, IoT is essential to business by providing businesses
with a real-time look into how their systems really work, delivering
insights into everything from the performance of machines to supply
chain and logistics operations.
■ IoT enables companies to automate processes and reduce labour costs.
It also cuts down on waste and improves service delivery, making it less
expensive to manufacture and deliver goods, as well as offering
transparency into customer transactions.
■ As such, IoT is one of the most important technologies of everyday life,
and it will continue to pick up steam as more businesses realize the
potential of connected devices to keep them competitive.

12. Computer Network
A computer network is a group of computers connected to
each other electronically.
This means that the computers can "talk" to each other and
that every computer in the network can send information to
the others.
The components of a computer network include: a computer,
the router, the gateway, the bridge networking device, the
switch for networking and the hub. Most of these are data
terminal equipment and components of networking that are
tasked with receiving or generating data.
A Virtual Private Network (VPN) extends a private network
across a public network, such as the Internet.

13. E-Business
■ It is the transformation of an organization’s processes to deliver
additional customer value through the application of technologies,
philosophies and computing paradigm of the new economy
■ Three primary processes are enhanced in e-business:
1. Production processes, which include procurement, ordering and replenishment
of stocks; processing of payments; electronic links with suppliers; and
production control processes, among others;
2. Customer-focused processes, which include promotional and marketing
efforts, selling over the internet, processing of customers’ purchase orders and
payments, and customer support, among others; and
3. Internal management processes, which include employee services, training,
internal information-sharing, video-conferencing, and recruiting.

14. E-Business
 The major different types of e-Business are:
Business -To- Business (B2B); Eg. E-distributor, E-procurement, Etc.
Business To-consumer (B2c); Individual Customers Buying From A
Company Online.
Business -To- Government (B2g); Govt Site. Www.Cmd.Gov.Ng, Etc.
Consumer-to-business (C2b); Eg. Shutterstock Rely On User Photos
Consumer -To- Consumer (C2C); Eg. Classified Ads To Buy N Sell
Items
Mobile Commerce (M-commerce).

15. mail
■ Getting Messages
■ Opening Messages
■ Receiving Attachments
■ Creating Messages
■ Sending Attachments
■ Replying To A Message
■ Forwarding A Message
■ Deleting Messages
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USE OF MICROSOFT OUTLOOK,
SCHEDULING & EMAILS FOR…

16. Contacts
■ Creating Contacts
■ Editing Contacts
■ Deleting Contacts
■ Creating A Group
■ Editing A Group
■ Creating Appointments For Their Boss
■ Editing Appointments
■ Deleting Appointments
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Calender
USE OF MICROSOFT OUTLOOK,
SCHEDULING & EMAILS FOR…

17. Backing Up of Information
■ Flash Disk/Drive (2GB, 4GB, 8GB)
■ CD-ROM, CD-R, CD-RW (700MB)
■ DVD-ROM, DVD-R, DVD-RW (4.7GB)
■ External Hard Drive (80GB, 2TB, 4TB)
■ Blu-Ray CDs (25GB /50GB)
■ Cloud storage
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18. CD-ROM/DVD-ROM
■ This stands for compact disk read only memory and
digital versatile disk read only memory.
■ Always put it in it’s protective case when not in use.
■ Always avoid touching the other shinning side of it (this
can damage the information stored on it)
■ Always insert the disk face down to the cd-rom.
■ To remove the disk, press the eject button and pick the
disk out of the CD-ROM drive tray.
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19. THE FOLDER SYSTEM
■ Folder system is better encouraged in this era as way of
organizing the information stored in storage devices.
■ A folder in windows is also known as directory in MS-DOS
■ The folder system is organized as:
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Disk Folder Sub Folder File

20. Use of Other Electronic Devices in graphical
representation of data
■ iPad
■ iPhone
■ Smart Phones (Black Berry, Android phones)
■ Tablet PC
■ Scanner
■ Web Cam
■ Digital Camera, etc
■ Knowledge of Graphic Software (Corel Draw,
Pagemaker, Powerpoint, Etc
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21. Smart Ways of Transferring Data Among Devices
■ Use of WhatsApp, Telegram, other group chat apps, etc
■ Use of Bluetooth
■ Use of email
■ Xender
■ COMPRESSED ZIP FOLDER
– Save the file in Desktop of the computer
– Right click the file and select send to Compressed Zipped Folder
– This will create a zip folder and put the compressed version of
the file in it.

22. What is Cloud Computing?
• Simply Stated: Cloud = Internet
• So…cloud Computing = Internet-based Computing
• More Precisely, Cloud Computing Is:
▫ Using Information Technology As A Service.
▫ Having Services That Are Available Over A Network.
▫ Using Encapsulated Services That Have An API.
▫ Adding To The Efficiency For Deploying
Applications.
▫ Billing By Consumption.

23. We all use the cloud

24. How it works???
Cloud computing system can be divided it into two sections:
 FRONT END
 BACK END
They connect to each other through a network, usually the Internet.
The front end is the side the computer user, or client, sees.
The back end is the "cloud" section of the system.
On the back end there are various computers, servers and data storage
systems that create the "cloud" of computing services.
A central server administers the system, monitoring traffic and client
demands to ensure everything runs smoothly.
It follows a set of rules called Protocols Servers .
Remote computers do most of the work and store the data.

25. Major Players in
Cloud Computing Services
Google
IBM
Microsoft
Amazon
MOSSO
Force.com
Cordys

26. ■ Software-as-a-service (saas)
software-as-a-service commonly refers to applications delivered to the end
user through a web browser or any other web-rich client. Examples include
microsoft officelive, dropbox, and cloudnumbers.
■ Platform-as-a-service (paas)
platform-as-a-service provides more customisation room, for example, for a
developer to acquire a bespoke platform (such as operating system, software,
and libraries) that is usually used to carry out a very specific task. Examples
include google appengine, salesforce vmforce, and joyent accelerator.
■ Infrastructure-as-a-service (iaas)
infrastructure-as-a-service provides maximum control where a computing
infrastructure can be assembled from the operating system upwards.
Examples include amazon EC2, eucalyptus community cloud, and IBM
cloudburst.
Types of Cloud Services

27. Types of Cloud Services…
1. IaaS
2. PaaS
3. SaaS
4. Cloud web service web
5. MPS (Management Service
Provider
6. BSP (Business Service Platform)
7. Network Integration

28. Cloud Storage - Personal Use Benefits
iCloud •iCloud is a service provided by
Apple
•5GB storage space is free of
cost
•Once the iCloud is used you
can share your stored data on
any of your different Apple
devices
•Aceess to all files, music,
calendar, email
•Only iOS 5 has iCloud installed

29. Cloud Storage - Business Benefits
■ With cloud storage, there's no need for cds, external hard
drives, or localized servers
■ Data is quickly and automatically updated in the cloud and
available for your retrieval whenever you need it
• Should your office become the victim of a burglary, fire, or natural disaster,
your data is safe and secure in the cloud, even if your physical assets are
destroyed.
• One of the greatest benefits of cloud storage is its ability to grow with its
users
• With no need for physical, on-site storage space, you can have a smaller
workspace, less equipment to buy, and fewer IT employees to maintain
your equipment and manage your data
• IT staff can spend more time to focus on other important tasks to help
your business growth.

30. What are the negatives to cloud
computing?
■ Security: many companies may not want to hand over their
data to an external organization to store, in the fear that they may
not have the right security software to protect the company’s
data.
■Performance: there were several incidents that some cloud-
service providers temporarily went down or lost customer’s data.

31. Examples of Cloud System
Use drive folder in google
– Use create to create office documents
– Use upload to upload your files or folders
■ Use www.Dropbox.Com
■ Use www.onedrive.com
■ Use www.docs.google.com
 Download and install in your computer system

32. Mobile Apps
■ You can also download apps for mobile devices
like smartphones and tablet computers, which
opens up a lot of new possibilities. Example of
mobile apps:
■ Redlaser: you can use redlaser to compare
prices while shopping. You simply scan an
item's barcode using your phone's built-in
camera, and the app searches the web for the
best price.

33. Web applications(or web apps)
■ Which run in the cloud and do not need to be installed on your
computer.
■ These are sometimes called cloud apps. Examples are:
■ Seller’s website
■ Online email services: services like gmail and yahoo! Mail run
within your browser
■ Facebook: facebook lets you create an online profile and interact
with your friends, customers. Profiles and conversations
are constantly evolving and kept up-to-date.

34. System Maintenance
■ Scanning the hard drive for errors
■ Defragmenting the hard drive
■ Tackling The Menace of Computer Virus
– Use of Antivirus, e.g. Norton and MacAfee come with
many new computers for trial periods
■ Windows Update and Security, etc
– BitDefender

35. Challenges of ICT in Performance
Improvement
1. ICT Infrastructure
Penetration of internet and web based services are
bottlenecks for participatory governance. As a result many
people have no access to internet services such as email,
www etc.
2. Policy Issues
Processing of e-commerce principles and functions requires a
range of new rules, policies, laws and legislative changes to
address electronic activities including electronic signatures,
electronic archiving, freedom of information, data protection,
computer crime, intellectual property rights and copyright
issues.

36. Challenges of ICT in Performance
Improvement …
3. Human Capital Development and Life Long Learning
A major challenge is the lack of ICT skills in the public sector where
there is a chronic lack of qualified staff and inadequate human
resources training has been a problem for years.
4. Change Management
Employees fear changes in general and ICT applications in particular as
they believe that ICT would replace them and so cause job losses.
Moreover, it is very difficult in a short time to turn off traditional
methods of working and learn new ones.

37. Challenges of ICT in Performance
Improvement …
5. Huge Funds Requirement
■ Financial constraints in government institutions to automate their
services.
6. Lack of awareness on the role of ICT
■ Lack of awareness on the areas where ICT could help to speed
up performance Improvement in most organizations.
7. Power Constraint in the Country
■ Problem of power/electricity in the country.

39. Conclusion
■ To be successful today and in the future, enterprise executives –
specifically CIOs – should develop well thought-out ICT strategies
that take into consideration not only technology, but also the
needs, experiences and expectations of staff/customers.
■ Proper use of ICT is becoming a key differentiator for enterprises
that wish to succeed over the long term.
■ A well developed, communications infrastructure can help give the
enterprise a competitive advantage with the ability to satisfy
current and potential customers quickly.