Increased productivity is a good thing, but unsanctioned and unregulated AI use poses risks. A February 2025 TELUS Digital survey found that 57% of enterprise employees admit to entering high-risk information into publicly available chatbots. This includes personal data about employees or customers, product or project details, and confidential financial information like revenues, profit margins, budgets, and forecasts.

A clear AI policy will help a business minimize the risks of using AI tools. These risks include leaks of confidential information, compliance failures, accidental copyright violations, and reputational damage. As AI becomes a routine part of knowledge work, every business—even small firms—must establish an AI policy to maximize the benefits of using AI while safeguarding the company, its employees, and its clients.

Risks Addressed by a Formal AI Policy

Unauthorized AI use can create several types of problems:

• Data security: Employees routinely paste sensitive data—including customer information, financial records, and unreleased products—into public AI tools, thereby losing control over how that data is used. That can make security audits nearly impossible and drive IT staff crazy. Notably, the free versions of ChatGPT (by default, it can be turned off) and Google’s Gemini can incorporate user data into their training models, making it possible that the information could be included in a discussion with someone else.
• Legal and compliance risks: Sharing protected information with non-compliant AI systems could result in penalties during regulatory audits, even if no actual data breach or harm occurs. For instance, using such systems to summarize patient records could violate HIPAA, while using them to analyze customer data could run afoul of the California Consumer Privacy Act (CCPA).
• Unintentional discrimination: Without clear guidelines, the use of AI can lead to unintentional discrimination in hiring, customer service, and decision-making. This may violate ethical standards and expose the company to legal liability.
• Employee confusion: The lack of a coherent AI policy leads to inconsistent practices and uncertainty about acceptable tools and proper procedures, resulting in reduced productivity and increased anxiety about AI use.

Essential Elements of an AI Policy

The specifics of an AI policy vary by the type and size of company, but at minimum, most AI policies should include the following:

• Permitted AI uses and tools: Clear guidelines on the types of tasks employees may undertake with AI assistance and a list of approved AI platforms for business activities
• Data privacy and legal compliance: Rules for safeguarding confidential, personal, and proprietary information when using AI, coupled with rules that ensure adherence to relevant industry-specific regulations and privacy laws
• Human oversight and transparency: Requirements that employees thoroughly review AI-generated content before use and disclose AI involvement when appropriate in client-facing or public materials
• Risk reporting and incident response: Clear instructions for reporting AI-related errors, security incidents, or potential misuses
• Ownership and intellectual property clarifications: Statements affirming that work products created with AI assistance belong to the company. These statements should also address any intellectual property considerations.

Building Your AI Policy

If your company doesn’t already have an established process for generating policies, AI tools can themselves provide a starting point when used thoughtfully. Here’s an approach:

1. Prompt an AI tool like ChatGPT or Claude to generate a basic AI policy template. Be explicit about your company’s size, industry, and other relevant details, and be sure to specify that it must cover the elements listed above—you can paste them in. Iterate as necessary until the template has all the required sections.
2. Review the generated template carefully, removing generic content and noting areas that need company-specific details.
3. Ask for feedback on the draft from key stakeholders, including:
   • Leadership to align with company goals and values
   • IT team to verify technical feasibility and security measures
   • Legal counsel to ensure compliance with relevant regulations
   • Department heads to confirm that it will be practical to implement the policy
4. Incorporate the feedback to create a policy that reflects your company’s specific needs while maintaining necessary protections.

Remember: An AI-generated template is for starting the conversation. The final policy must be tailored to your organization’s specific needs and thoroughly vetted by relevant stakeholders.

The rise of AI tools in the workplace isn’t just a trend—it’s a fundamental shift in how work gets done. Whether your employees are already using AI tools without oversight or are hesitant to use them due to uncertainty, now is the time to establish a formal AI policy. Start with the template approach outlined above, engage your stakeholders, and develop guidelines that work for your organization. A well-crafted AI policy will help your business harness the benefits of AI while minimizing its risks.

MacTech Solutions can assist you  in business-to-business networking solutions.  Give us a call today!  940-767-MACS (6227).  MacTech Solutions, 4020 Rhea Rd, Suite 3B, Wichita Falls. Open Monday thru Friday, 10am to 6pm

(Featured image by iStock.com/girafchik123)

The post Why Every Business Needs an AI Policy first appeared on MacTech Solutions.

Like a lot of people, I wasn’t exactly sure how these Web3 domains fit into the bigger picture of how the Internet works today. I’ve worked with traditional domains (.com, .org, etc.) for years through my business, MacTech Solutions, but this seemed like a whole different world.

So I decided to dig in deeper.

To help organize my thoughts (and honestly, to save some time), I worked with ChatGPT — prompting it with my questions, guiding the conversation based on what I already knew, and asking it to help me put together a clearer picture.

This article is the result of that collaboration.

Traditional vs Web3 Domains: Businesses today encounter a choice between established web domains like .com and emerging blockchain-based domains like .eth.

How Domain Names Work Today

Today’s domain system — the websites you type into your browser — is managed by a group called ICANN. They make sure that when you go to example.com, everyone in the world gets sent to the same place. It’s a centralized system, but one that’s kept the Internet stable for decades.

Domain registrars like GoDaddy and Namecheap operate under ICANN’s rules.

There are legal protections, standardized dispute processes, and most importantly — global trust that makes the internet work smoothly.

How Web3 Domains Work: Unlike traditional domains, Web3 domains typically point to blockchain wallet addresses, with optional connections to websites or apps.

What Web3 Domains Are Trying to Do

Web3 domains are a newer concept — domains you mint onto a blockchain like Ethereum or Polygon. The big promises are:

• You own your domain yourself (just like you own crypto).
• Your domain is censorship-resistant.
• It becomes a single identity you can use across apps, games, and financial platforms.

It’s a powerful idea:

“Take real ownership of your digital identity.”

What I Learned (Both Good and Cautionary)

The deeper I went, the more I realized there’s a lot business owners should understand before getting involved:

• Web3 domains live outside the traditional Internet system.
  • Without special browsers or extensions, .eth or .crypto domains won’t even load.
• They’re not protected by ICANN’s processes.
  • If someone grabs your brand name in Web3, there’s no easy legal process to get it back.
• There’s no global coordination yet.
  • Two different systems could sell the same domain name — leading to real confusion.
• Minting your domain isn’t a silver bullet either.
  • Even after you mint your Web3 domain, you’re locking it into a specific blockchain.
  • If that blockchain falls out of favor later, your domain could become stuck or obsolete.
• Security and stability are still maturing.
  • Unlike ICANN’s long-established framework, Web3 governance is still evolving — and sometimes chaotic.

Why I Took the Time to Understand This

Honestly?

I kept seeing the ads.

As someone who runs a business that’s heavily tied into technology, I felt I owed it to myself — and to the customers I serve — to understand whether Web3 domains were just hype, or something truly transformative.

I didn’t want to blindly dismiss it, but I also didn’t want to assume it’s “the future” just because it’s new.

My Takeaway

• Web3 domains have enormous potential — but they are still experimental and risky.

• The traditional ICANN-based domain system isn’t going away anytime soon.

• The future of the Internet probably needs some mix of decentralization and coordination — not just a free-for-all.

If you’re a business owner, whether you’re in tech or not, my advice is:

Stay aware. Stay informed. But move cautiously.

Final Thought

Thanks again to ChatGPT for helping me organize and shape these thoughts into something readable. And thanks to all of you who read it — I’m always happy to swap ideas if you want to chat about where tech is heading.

Web3 Domain Checklist: Key questions businesses should consider before deciding whether to purchase a blockchain-based domain.

About the Author

Terry McAdams is the owner of MacTech Solutions, an Apple Authorized Reseller and Service Provider based in Wichita Falls, Texas. Terry and his team help businesses and individuals navigate technology confidently in a fast-changing digital world.

The post Web3 Domains: Opportunity or Risk for Business Owners? first appeared on MacTech Solutions.

Apple Business Connect is a free program designed to help businesses enhance their brands everywhere they appear on Apple devices, including Maps, Wallet, Siri, Calendar, Messages, Spotlight searches, and more. Once you sign up for Apple Business Connect (we’ll resist the temptation to say it’s as easy as ABC) and are verified by Apple, you can:

• Set up Branded Mail: With Branded Mail, email sent from specific addresses or your entire domain will be branded with your logo in the Mail app on Apple devices, helping users identify your brand.
  
• Configure location information: Simple addresses don’t always connect with store entrances, so you can precisely specify the entrance to each of your locations.
• Customize Place Cards: When customers find you in Maps, add your address to Calendar, or ask for your location from Siri, Apple displays a Place Card. With Apple Business Connect, you can customize the Place Card.
• Add custom action links: Your Place Card can contain custom action links that point to your website or other Web-accessible platforms. For instance, a restaurant might add custom action links for Menu, Reservations, Takeout, etc.
• Create Showcases: A Showcase is a module on the Place Card that lets you highlight sales, deals, new items, or other promotional content. If someone is looking for you, why not promote your latest offerings?
• Get Insights: Apple records valuable information about customer search behavior, including search locations, discovery methods, and actions customers take after finding your business.
• Add Tap to Pay on iPhone: For those who don’t already have a point-of-sale system, Tap to Pay on iPhone lets you accept contactless payments on an iPhone without an extra terminal or hardware.
  

Apple has also announced Business Caller ID, slated to ship in 2025, which will display your brand’s name, logo, and even a specific department when you call someone using an iPhone. That should help people realize that a call from your company is legitimate and not some telemarketer, making them more likely to pick up.

Getting started with Apple Business Connect is simple, but verification can take up to a week. It’s best to work through Apple’s clear documentation for registering your business, but the basics are:

• Sign in with your Apple Account (use your Apple Business Manager account if you have one).
• Enter your company details.
• Set up a brand by giving its name, category, geographic location, and logo.
• Turn on Branded Mail by adding a domain or email address, and verifying your company.
• Add a location by specifying its address and hours.
• Create a Place Card, add a Showcase, and create custom actions.

Needless to say, Apple Business Connect only impacts how you appear to people using Apple devices and apps. For everyone else, we recommend setting up a Google Business Profile, which provides similar features, though primarily for businesses with physical locations and upsells for advertising on Google.

However, it’s absolutely worth working with Apple Business Connect to enhance how you and your brand appear to customers. If you need help setting it up, contact us.

For more information on all the great Apple products, features, and services, give us a call!  940-767-MACS (6227).  Or stop by MacTech Solutions, 4020 Rhea Rd, Suite 3B, Wichita Falls.  We’re open Monday thru Friday, 10am to 6pm

(Featured image based on an original by Apple)

The post Run a Business? Sign Up with Apple Business Connect first appeared on MacTech Solutions.

Without a systematic offboarding protocol, organizations face significant risks related to data security, device mismanagement, operational disruptions, and compliance violations. In a particularly troubling example, a fired employee allegedly hacked Disney World’s menu creation system, changing prices, adding profanity, and—most problematically—adjusting allergen information in ways that could have caused someone allergic to peanuts to order food that contained them.

Obviously, offboarding has various administrative aspects. We’ll focus on those associated with technical infrastructure, but it’s also important to consider how you’ll communicate internally about the departure and any human resources and legal matters.

Our overarching advice regarding offboarding is to establish a formal protocol so everyone knows what’s involved. That’s particularly important for departures that happen with little notice. When building your offboarding plan, consider these three parts of the process: revoking access, retrieving devices, and preserving the organization’s data.

Revoke Digital Access

When offboarding an employee, the most important thing to consider is how you’ll revoke their digital access to organizational resources such as email, a shared password manager, and core service accounts. For those who are retiring or staying to train their replacement, access revocation can proceed gradually on a schedule. This approach provides sufficient time to transition ongoing projects and communications.

However, in most cases, it’s safest to revoke access immediately, especially when an employee has been terminated involuntarily due to layoffs, performance problems, or misconduct, or when dealing with employees in high-security roles, such as IT administrators, members of the legal team, or high-ranking executives. Even if their departure isn’t contentious, the risk of data leakage is too high.

Revoking access is significantly easier if you’re using Apple Business Manager and an MDM platform. Because Apple Business Manager lets you use federated Apple Accounts, it’s simple to revoke access to iCloud and other Apple services. Plus, because Apple Business Manager makes it possible to separate personal Apple Accounts and their associated data, employees can move their personal data off an organization’s device more easily.

MDM—mobile device management—is even more important because it enables administrators to revoke access to organization-managed email accounts, VPNs, Wi-Fi networks, and cloud services. If a device isn’t returned, an MDM platform can remotely lock, wipe, or reset it. For BYOD scenarios (Bring Your Own Device, where employees use their own devices rather than organization-owned ones), a properly configured MDM allows the removal of organizational data and profiles without affecting personal data.

Using an identity provider like Google Workspace, Microsoft Entra ID, or Okta with a single sign-on system makes revoking access even more straightforward. These services tie access to an organization’s apps, resources, and devices to a single login, so deactivating a departing employee’s account in the identity provider instantly cuts off access to all connected systems. Otherwise, you’ll find yourself doing the dance of deactivating Google, then Adobe, then Slack, and so on. It’s tedious and potentially error-prone.

Finally, the combination of an MDM system with single sign-on can also help monitor employee behavior during the offboarding period for unusual activities. You’ll want to know if a terminated employee logs in to a confidential database that they have no reason to access immediately after receiving notice.

Retrieve Organization Devices

Another key aspect of your offboarding plan should revolve around retrieving organization-owned devices. Even if you can use MDM to revoke access, you need to get your devices back so they can be given to other employees or held in reserve as backups. Apple Business Manager helps here, too, since it tracks all registered devices owned by the organization and can reassign devices to new users.

The real win of Apple Business Manager in this regard is that it lets you turn off Activation Lock on all supervised devices, whether it was turned on using a federated Apple or personal Apple Account. Without Apple Business Manager, you may have to work with the employee to regain access to the device. If that’s not possible, Apple support may be able to help unlock the device if you can provide proof of purchase and ownership.

To ensure you don’t end up in such an awkward situation, follow these best practices when using Apple Business Manager:

• Make sure to purchase Apple devices through Apple Business Manager-compatible channels.
• Use Automated Device Enrollment to ensure that devices are supervised and managed by MDM out of the box.
• Rely on federated Apple IDs to ensure the organization retains control over organizational content within Managed Apple Accounts.

Preserve Organization Data and Communications

Finally, think about what the departing employee was doing. You’ll want to transfer or archive everything they worked on, including their organizational email account. In most cases, someone else will have to take over their responsibilities and may need access to emails, files, contacts, and more.

An identity provider can help by transferring ownership of cloud-based files and other data stored in Google Workspace or Microsoft 365. Without one, you’ll have to review all their online files and reassign ownership manually.

Email requires additional thought. You’ll probably want to forward the departing employee’s email to whoever is taking over. If that’s not feasible, set up an auto-reply explaining that the employee is no longer available and providing alternative contacts. In that case, it’s also worth scanning the incoming email periodically to ensure essential communications aren’t being missed.

Next Steps

If you don’t have a formal offboarding policy, we recommend developing one soon to ensure that you aren’t at risk for data security, device mismanagement, or operational disruptions. It’s one of those tasks that are easy to put off until it’s too late, at which point you have to scramble. You can find offboarding policy templates and other resources online, and we’re happy to discuss the tech-specific aspects when you’re ready.

Of course, if you’re not already using Apple Business Manager and an MDM solution, getting started with them is even more important to implement right away. Contact us to discuss what’s involved.

MacTech Solutions is here to serve all your B2B technology needs.  Call us today to schedule a one-on-one meeting to assess your companies needs.  940-767-MACS (6227) or contact us here

(Featured image by iStock.com/yacobchuk)

The post The Importance of Properly Offboarding Employees first appeared on MacTech Solutions.

Sustainable technology habits are not only about reducing your carbon footprint. They’re also about improving efficiency, cutting costs, and attracting environmentally conscious customers.

“Going green” can mean saving more dollars, besides helping the planet. Below, we’ll explore several sustainable tech habits you can adopt. These are not only good for the environment but also a win for your business’s bottom line.

1. Energy-Efficient Hardware and Appliances

Investing in energy-efficient hardware and appliances can lead to significant cost savings. Especially in the long run. Energy-efficient devices consume less electricity, resulting in lower utility bills.

Consider upgrading to Energy Star-rated equipment. And using LED lighting to reduce your energy consumption. It may surprise you how fast your electric bill goes down after replacing lightbulbs.

2. Virtualization and Cloud Computing

Virtualization and cloud computing solutions can help you optimize your IT infrastructure. By consolidating servers and resources, you can reduce the number of physical devices. This leads to lower energy consumption and reduced hardware maintenance costs.

3. Remote Work and Telecommuting

Embrace remote work and telecommuting. This reduces the need for office space. It also cuts down on commuting-related emissions. Employees who work remotely also report increased job satisfaction and productivity. Both of which can positively impact your bottom line.

4. Renewable Energy Sources

Consider transitioning to renewable energy sources like solar or wind power. The initial investment may be significant. But renewable energy can lead to big savings on electricity costs. Additionally, it demonstrates your commitment to sustainability, which can attract eco-conscious customers.

5. E-Waste Recycling Programs

Put in place e-waste recycling programs. These help you properly dispose of outdated or non-functioning electronic equipment. Many electronics can be refurbished, resold, or recycled. This reduces waste and potentially generates revenue through resale.

6. Optimize Data Centers

Data centers are notorious for their high energy consumption. Optimize your data center by doing things like:

• Using energy-efficient servers
• Implementing efficient cooling systems
• Consolidating data storage to reduce power usage

7. Green Web Hosting

Choose a web hosting provider that uses renewable energy for their data centers. This reduces your website’s carbon footprint. It can also lead to improved website performance and uptime.

8. Paperless Office

Transitioning to a paperless office can save money on paper, ink, and storage costs. Use digital documents, electronic signatures, and cloud storage solutions to reduce paper usage.

Office workers spend about 6 hours a week searching for paper documents. Digitizing files allows for keyword searching. This reduces those wasted hours and improves productivity.

9. Eco-Friendly Office Supplies

Buy eco-friendly office supplies. This includes recycled paper, biodegradable pens, and reusable office products. These sustainable choices can reduce your office expenses. They also show your commitment to environmental responsibility.

10. Software Optimization

Regularly update and optimize your software to reduce system resource usage. Unnecessary background processes and inefficient code can strain your hardware. As well as increase energy consumption.

11. Remote Monitoring and Control

Install remote monitoring and control systems to manage your facility’s energy usage. This technology allows you to adjust heating, cooling, and lighting remotely. This reduces energy waste. Smart thermostats are very affordable now. That makes this an easy energy energy-efficient win.

12. Green Transportation Policies

Promote green transportation policies for employees. These might include:

• Carpooling
• Biking
• Using public transportation

Incentives like subsidies for eco-friendly commuting options can help. They promote the reduction of transportation costs for your team.

13. Sustainable Data Practices

Adopt sustainable data practices by cleaning and organizing your databases. The goal is to remove redundant or outdated information. Efficient data management reduces storage requirements and enhances data processing speed.

14. Green IT Certification

Consider pursuing green IT certifications. Such as the ISO 14001 or the Green Business Bureau certification. These certifications can improve your environmental standing and boost your company’s reputation.

15. Employee Education and Engagement

Educate your employees about sustainable tech habits. Encourage their participation in eco-friendly initiatives. Engaged employees can help identify more cost-saving opportunities.

16. Supply Chain Sustainability

Collaborate with suppliers and partners committed to sustainability. Sustainable sourcing and procurement practices can lead to cost reductions. As well as a more resilient supply chain.

17. Lifecycle Assessments

Conduct lifecycle assessments of your products and services. This helps you identify areas where you can make environmental and cost improvements. This process can help you optimize your offerings and reduce waste.

18. Green Marketing

Leverage your sustainability efforts as a selling point in your marketing campaigns. Customers are increasingly seeking out eco-conscious businesses. Promoting your sustainability can help you stand out from the competition. It can lead to increased brand loyalty and sales.

Get Help Going Green to Save Money & Help the Planet

Sustainable tech habits are not just about being environmentally responsible. They can also help your bottom line. The world has become increasingly aware of the importance of environmental responsibility. Embracing these sustainable tech habits can be a win-win for your business and the planet.

We can help you put together a sustainable tech roadmap that makes sense. Give us a call today to schedule a chat.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

The post These 18 Sustainable Tech Habits Are a Win for Your Bottom Line first appeared on MacTech Solutions.

Embracing modern technology can empower small businesses. It can help them thrive in a digital era. Yet many of them don’t keep up with modernization. For example, over 30% of small businesses haven’t upgraded systems in 4+ years.

Some of the reasons SMBs don’t upgrade their tech include:

• Limited funding
• Unsure how to modernize technology
• Stuck in the “old way is fine” mentality

The benefits of upgrading technology are many. One study found the following. That 45% of businesses modernizing tech saw improved ROI for IT investments. Other important benefits include improved employee retention and decreased cybersecurity risk. Not to mention the productivity and time-saving advantages.

Is your small business looking to modernize its workforce technology? Here are some steps to get you started.

Assess Your Current Technology Landscape

The first step in any technology modernization initiative is to conduct an assessment. You need to fully understand your current technological infrastructure. Identify existing strengths and weaknesses. As well as outdated systems and areas where technology could enhance business processes. Understanding your starting point is crucial. It helps in developing a targeted and effective modernization strategy.

Align Technology Goals with Business Objectives

Technology should not be an isolated component. But rather, a strategic enabler aligned with your business goals. Clearly define how technology can support and enhance your business objectives. Whether it’s improving customer engagement. Or streamlining internal processes and expanding market reach. Ensure that your technology modernization efforts align with your overarching business vision.

Focus on Cloud Adoption

The cloud has emerged as a game-changer for businesses of all sizes. Embracing cloud technologies can offer small businesses several benefits. These include scalability, flexibility, and cost-effectiveness.

Consider migrating key applications and data to cloud platforms. This can enhance accessibility, collaboration, and data security. Cloud solutions can also simplify software updates and maintenance. This frees up resources for other strategic initiatives.

Invest in Collaborative Tools

Effective communication and collaboration are essential for small businesses. Invest in collaborative tools and platforms. These ease seamless interaction among team members, regardless of their physical location. Examples are video conferencing, project management, and document-sharing tools. These tools can enhance teamwork and productivity. This fosters a cohesive work environment even in remote or hybrid setups.

Look at Cybersecurity Measures

There is an increasing prevalence of cyber threats. So, cybersecurity should be a top priority for small businesses undergoing technology modernization. Put in place robust cybersecurity measures. Focus on protecting sensitive data and customer information. As well as your critical business assets.

Cybersecurity measures include:

• Firewalls
• Antivirus software
• Regular security updates
• Employee training
• Threat identification & response

Embrace Mobile-Friendly Solutions

In a world where mobility is paramount, adopting mobile-friendly solutions is key. Ensure that you’ve optimized business applications and platforms for mobile use. This allows employees to work efficiently from various devices. This enhances flexibility. It also accommodates the evolving expectations of the workforce. Employees value the ability to work on the go.

Look at Remote Work Options

The global shift towards remote work has accelerated. Small businesses should prepare to embrace flexible work arrangements. Modernize your technology infrastructure to support remote work options. These provide employees with the tools and connectivity they need. As well as helping them maintain productivity outside of the traditional office environment.

Consider Automation for Efficiency

Automation can significantly improve operational efficiency for small businesses. Identify repetitive, time-consuming tasks. These can often be automated to streamline workflows. Look at things like customer service chatbots and automated invoicing systems. Embracing automation can free up valuable human resources. As well as reduce the risk of errors in routine tasks.

Provide Ongoing Training and Support

Introducing new technologies requires commitment. A commitment to ongoing training and support for your workforce. Ensure that employees have the necessary skills to leverage the new tools effectively. This may involve providing training sessions. As well as creating user-friendly guides. And offering a support system to address any issues that may arise during the transition.

Watch and Adapt to Evolving Technologies

Technology is a dynamic field. Staying ahead requires a commitment to watching and adapting to emerging trends. Regularly assess the technology landscape. Work with your IT provider. We’ll help you identify new solutions that could benefit your business. A proactive approach to staying current ensures your small business remains competitive.

Need Help Upgrading Your Workforce Technology?

Workforce technology modernization is not a one-size-fits-all endeavor. It’s a strategic journey that requires careful planning. As well as alignment with business objectives. By embracing these practical strategies, small businesses can leverage technology. And use it to enhance their operational capabilities. They also position themselves for sustained success in the digital age.

Need help with workforce technology modernization? Give us a call today to schedule a chat. MacTech Solutions is open Monday through Friday, 10am to 6pm.  Give us a call at 940-767-MACS (6227) or message us by clicking here

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

The post How Small Businesses Can Approach Workforce Technology Modernization first appeared on MacTech Solutions.