Cybersecurity can feel like a huge, complex topic, but here’s something that might surprise you: your biggest security risk isn’t just the software you use — it’s your own team. Today’s hackers have become pros at tricking people into handing over sensitive information. So while you should definitely install malware, spyware and antivirus software, that’s no longer enough to keep your business and client data safe. Educating your team is essential.
In this blog, we’ll break down the risks, the methods hackers use to breach systems and tips to help your team keep your business safe.
Risks of a cybersecurity breach
Most hackers are after your data. They often sell it to third parties who can combine it with other information and launch an attack. Some even lock down your systems and hold them for ransom.
Once they’re in, hackers can:
- Steal confidential info
- Hijack your webcam
- Get your usernames and passwords
- Install malware
- Spy on your activities through spyware
- Sell your details to add you to a botnet — a network of compromised devices
- Download malicious apps to your device
A breach could result in stolen identities or worse, problems that could take years to fix.
Common cybersecurity threats
Hackers often rely on social engineering — manipulating people into giving up confidential info. These threats can come through email, text, voice messages or even calendar invites.
They’re clever, too. Hackers might browse your social media, find out some personal details, and send a message that sounds like it’s from a friend or colleague. They create urgency, like a fake message from the CEO asking for an immediate payment, making it easy to fall into their trap.
Password hygiene: password phrases and managers
Strong, unique passwords are one of the best defences against cyberattacks, but there’s more to it than just making them complex.
Use passphrases over passwords
Instead of random letters and numbers, try using passphrases — short, memorable phrases that are easy to recall but tough to guess. For example, “SunnySkies&Tea!” or “MountainHiking#23.” Passphrases are often longer and just as secure, while still easy for you and your team to remember.
Try a password manager
Make life simpler for your team by using a password manager, like LastPass or 1Password. These tools securely store and organize complex passwords across accounts. They also create strong, unique passwords for each login, reducing the risk of reusing passwords and keeping hackers at bay.
Use unique passwords for every account
Using the same password across multiple accounts is a big security risk. A password manager can help your team create unique logins for every account, lowering the chances that a breach spreads from one account to another.
Enable device authentication and biometrics
Many devices support biometric authentication — like fingerprint or facial recognition — as an extra layer of security. If possible, encourage your team to enable biometric authentication on any work devices, especially those with access to sensitive information.
Multi-factor authentication (MFA)
Multi-factor authentication (MFA) adds an extra security layer. Even if a password is compromised, MFA makes it much harder for hackers to gain access.
Two-factor authentication (2FA)
The most common type of MFA, 2FA requires two steps to access an account. You usually enter a password first, followed by a unique code sent to a registered phone number or email. This extra step means hackers would need both your password and phone or email access to get in.
App-based authentication (Authy, Google Authenticator)
Instead of using SMS, which can be less secure, app-based authenticator tools generate time-sensitive codes in an app. These codes refresh frequently, providing a more secure way to protect accounts than SMS-based 2FA.
Device authentication
Many platforms let you register “trusted devices” so that you only need to verify them once. But it’s best to limit these to secure, private devices and keep an eye on any unusual login activity associated with your account.
Cybersecurity tips for your team
Even if you don’t have formal training for your staff, everyone on your team should know the basics of how these threats work. Here are a few simple ways they can protect your business:
- Clean desk policy: No passwords on Post-it notes left out in the open. And always be aware of who’s around when you’re working.
- Be social media smart: Don’t post personal details like travel plans — hackers use this info to their advantage.
- Stay alert: If you find a random flash drive or get an unexpected email, call or text, think twice before engaging.
- Avoid public WIFI: Unless you’re using a VPN, steer clear of public WIFI with your work devices.
Regular software updates and patching
Make sure your team regularly updates their software, including operating systems and security programs. Hackers often exploit vulnerabilities in outdated software, so keeping everything up to date can close these gaps.
Phishing emails
Don’t let your team members be tricked into giving away sensitive information or taking a dangerous action (such as clicking a link or opening an attachment). Share these red flags with your team:
- Suspicious subject lines: If it doesn’t match the content or you never requested it, it’s a red flag.
- Unfamiliar recipients: If you don’t know the other people copied on the email, it’s worth questioning.
- Strange senders: Even if you recognize the name, if the email feels off or unusual, be cautious.
- Odd hours: Emails from colleagues sent at 3 AM? Be wary.
- Unexpected attachments: If it wasn’t expected, don’t open it.
- Urgency and threats: Hackers often pressure you to act quickly. If you’re feeling rushed, double-check before responding.
- Spelling mistakes in links: Hover over any link — if the URL looks suspicious or doesn’t match, stay away.
Backup and recovery plans
Having a solid backup and recovery plan is crucial. Encourage regular backups of your data so that if your business does experience a breach, you can restore your systems quickly and minimize damage. Additionally, consider creating a cybersecurity incident response plan that outlines the steps to take if a breach occurs. This will help you act quickly and reduce downtime.
Network security: avoid home Wi-Fi
Running your business on home Wi-Fi might be convenient, but it’s not the safest choice. Home networks usually lack the layers of security that a business needs, leaving your operations more vulnerable to cyber threats. Setting up a dedicated business network is a simple way to improve security and protect your data. Here’s how to get started:
- Set up a firewall: Think of a firewall as your network’s security guard, blocking out unauthorized access while keeping your business data safe. A firewall can screen incoming traffic, flagging anything suspicious and keeping out threats before they reach your devices.
- Use secure access points: For better control over your network, consider setting up a dedicated business access point. Unlike home Wi-Fi, secure access points let you customize settings and keep track of who’s using your network, giving you peace of mind and added protection.
- Keep work and home networks separate: To avoid accidental risks, keep business operations on a separate, secure network. This separation prevents less-secure devices at home from potentially compromising sensitive business information.
Security for remote work
With more businesses allowing remote work, it's important to take extra security measures for remote teams. Make sure they are using secure connections, like a VPN, to access company systems. Encourage them to secure their home networks and avoid working on personal devices without company-approved security measures.
Common scams and ransomware prevention
Ransomware is a growing threat, where hackers lock down your systems and demand payment to restore access. You can protect your business by making sure your team is aware of these scams and by backing up your data regularly to avoid being held ransom. Additionally, you can take measures like restricting file downloads or limiting access to sensitive data to protect your systems from ransomware attacks.
Security audits and penetration testing
It’s also worth investing in regular security audits or penetration testing to identify any potential vulnerabilities before hackers do. There are even low-cost or free tools that small businesses can use to test their defenses.
If the whole topic of cybersecurity feels overwhelming, you’re not alone. We work with Proactis, a trusted cybersecurity partner specializing in solutions for small- and medium-sized businesses. They also led a cybersecurity training for our team that was incredibly helpful.
Need more advice for running your business? Check out our small business blog for more great tips!
