Secretaries’ ‘conventions’, one too many?

by various players in the sector.
Ordinarily, there would have been nothing particularly wrong about such a development.
But the phenomenon has taken a worrying, if dangerous, trajectory.

“They have become too many and most of them do not add value,” says one secretary who declined to be named.
“I remember the last time we went to such a school, it all ended in motivational sermons and partying by the girls. It was nothing but a holiday which I was so at pains to explain to my boss.”
It was what one got for parting with money, and company time. If there is anybody who feels the great betrayal of the letter and spirit about the phenomenon of secretary’s conventions, it is Mr Isaac Chidavaenzi, the pioneer of the concept in Zimbabwe.

It has gone to the dogs, believes Mr Chidavaenzi founder of the National Secretaries Convention in Zimbabwe, which came into being in 1997 under the auspices of the Development and Training Associates (Pvt) Limited.
“Since the end of July and August, for example, I do not know how many newspaper advertisements I have seen purporting to hold secretaries’ conventions. I have lost count.
“Today the Secretary’s Day is held any time, anywhere and anyhow, even without regard to the international themes.

“Whatever goes there nobody knows and cannot vouch. Who are the presenters? What are the materials presented here? What are the intended outcomes? What is the atmosphere?
“All these aspects are very important. However, some people are bent on making quick buck, ending up as motivational forums,” he said.
The same problem has been encountered in South Africa, with disturbing results.
“What do you get from this? People come back ‘motivated’ but empty professionally and (after) two weeks the ‘motivation’ will be gone,” he said.

He added: “Many companies are growing fatigued with these conventions as they are not seeing the results.
“This is the greatest danger as our partners, which are the companies, lose interest.”
There are three products that are offered for secretary development, annually.
These are the annual convention, which is attended by all secretaries. The winter school is attended by junior secretaries while the summer school is attended by senior secretaries.

Mr Chidaveanzi believes today’s functions are a far cry from what he set out to do since the 1990’s. He reflects on the change with sadness.
“Many people now come to me saying, ‘You are the one who started this!'” he says.
Mr Chidavaenzi explains that in the early 1990’s as somebody in Human Resources consultant he realised that many companies and bosses did not know how to use secretaries to value.
He said: “They (secretaries) had around that time started earning more money than previously.

“I wanted companies to get value from the secretaries who were beginning to demand more. First we set up seminars and topic-bound workshops.
“From a historical perspective, here were secretary associations in most developed countries. The first was in 1952 when the National Secretaries Association was set up. Other countries soon followed suit.”
He explained that the association was set up to combine managers and public in appreciating the role of secretaries.
The Secretaries Week was then mooted which would feature symposiums and workshops as well as the Secretaries Day.

The week was supported by manufacturers of office furniture, service providers and public relations people. The week was officially proclaimed by the US Secretary of Commerce, and was slated for the first week of June. Nearer home, in South Africa, the idea was implemented in 1986. The Professional Secretaries International came into being with countries constituting chapters across the world. South Africa also established link to the world body and would send delegates to the biennial conventions.

It was through South Africa, which boasted of massive corporate support in hotels, airlines and transport, that when DTA set up the National Secretaries Convention Zimbabwe linked to the world body.
“We would send delegates through South Africa. The delegate would share the experiences back home,” explained Mr Chidavaenzi.
The PSI would also send reports of changes, he added. It was through such communication that in 1998 that there were changes to the traditional name of “secretary” and they were to be known as “administrative professionals” in keeping with changing roles of secretaries mainly due to the proliferation of Information Technologies.

Mr Chidavaenzi explained that roles of secretaries had changed from the girl sitting behind a typewriter. The change ushered in names such as executive assistants, personal assistants and office manager or co-ordinator.

Zimbabwe adopted the Blueprint for the Secretarial Profession in 2002 which provided, among others, guide on levels of secretaries, titles depending on the roles, and remuneration.
Then came into being, with the facilitation of DTA, the Institute of Administrative Personnel. The IAP came up with a code of ethics regarding the secretarial profession, curriculum for studies, and rules and regulations.

So impressed were Zimbabwe’s South African counterparts, reveals Mr Chidavaenzi, that they quickly adopted the curriculum and built on the IAP groundwork.
Some colleges in Zimbabwe have also adopted the curriculum.

The National Secretaries Convention has maintained strong regional presence, in line with convening to exchange ideas.
In 2006, the country hosted Zambia, Malawi, Mozambique and South Africa at Victoria Falls.

Last month Zimbabwe and other regional countries were in South Africa for a convention. There could be a way to salvage the battered image of the secretary’s conventions and other products, believes Mr Chidavaenzi.

“In South Africa, if you want to hold a workshop, a seminar or anything it has to be approved by the relevant body.
“It is the trend across the world: you just don’t go to a newspaper and advertise and hold a convention.

“The IAP should look into the possibility of the South African equivalent,” he said.
This would help bring back confidence to employers so that they do not just lose money.