The link between physical environment and secretarial performance in higher education institutions in Tanzania

Abstract

The environment in which workers spend their working lives has a significant impact on their job satisfaction and performance. This study examined how secretaries at the University of Dar es Salaam performed their jobs in relation to their physical workspace. Growing concerns about the subpar working conditions that many secretarial staff members endure despite playing crucial administrative roles served as the impetus for the study. The study specifically sought to determine the main physical aspects of the workplace that have an impact on secretaries at the University of Dar es Salaam; evaluate the degree to which elements like office space, office lighting, ventilation, noise levels, cleanliness, and furniture affect secretaries' job performance; identify the difficulties secretaries encounter as a result of a less-than-ideal physical workspace; and offer solutions to improve it to improve secretaries' job performance. Herzberg's two-factor theory and the environmental comfort theory served as the guiding theories for the study. A stratified random sample of 104 respondents was selected from the study's target population of 140 secretaries, utilizing a mixed approach that incorporated both quantitative and qualitative data in a descriptive survey design. Structured questionnaires were used to gather the data, and multiple regression analysis, descriptive statistics, and Pearson's correlation were used for analysis. The results showed that important environmental factors, such as lighting, ventilation, noise levels, office space, cleanliness, and the ergonomic quality of furniture, significantly impacted secretaries' focus, physical comfort, and task efficiency. Overcrowding, poor maintenance, and outdated office infrastructure led to physical discomfort and a decrease in motivation for many respondents. According to the study, better job performance is strongly correlated with physically favorable work environments. The study's conclusions lead it to suggest that the university modernize office facilities, enhance ventilation and lighting, lessen noise and traffic, and establish routine workplace inspections. In addition to improving employee performance, these interventions are crucial for fostering institutional productivity and occupational health. The study adds to the scant empirical literature on administrative staff performance and work environments in Tanzanian higher education institutions.