We’ve helped businesses recover from phishing attacks, and it’s always frustrating. They lose access to email, spend money getting everything sorted, and the worst part? It could have been prevented with some basic security measures.
We see this situation too often. Many small business owners think “we’re too small, why would anyone target us?” The reality is cybercriminals aren’t picky. They’re looking for easy targets, and unfortunately, small businesses often fit that description perfectly. We typically don’t have dedicated IT security teams, and we’re often so focused on running the business that security takes a back seat.
But it doesn’t have to be that way. Over the years working with small businesses, we’ve seen what works and what doesn’t. Today, we want to share five essential cybersecurity practices that won’t break the bank but will significantly reduce your risk.
1. Get Serious About Passwords
We know, we know, you’ve heard this one before. But honestly, we still see businesses using passwords like “Password123” or their company name with a number. We’ve helped businesses recover from breaches that started with a weak password on their email account.
The reality is, passwords are your first line of defence. Every account needs a unique, complex password. We’re talking at least 12 characters, mixing uppercase, lowercase, numbers, and symbols. And it needs to be different for every single account.
We get it, remembering dozens of complex passwords is impossible. That’s why we always recommend a password manager. Tools like Bitwarden or 1Password aren’t expensive (some are even free), and they’ll generate and store strong passwords for you. Your employees only need to remember one master password, while the tool handles the rest. It’s a game-changer, honestly.
2. Turn On Multi-Factor Authentication Everywhere
If passwords are your first line of defence, multi-factor authentication (MFA) is your safety net. Even if someone gets hold of a password, MFA stops them in their tracks.
Here’s how it works: when you log in, you enter your password (something you know), then you confirm your identity with something you have, usually your phone. It might be a code sent via text, or an app that generates a code, or even a notification you approve.
We’ve seen MFA prevent countless breaches. We’ve worked with businesses whose passwords were compromised through data breaches at other companies (they’d reused passwords, see point one). But because they had MFA enabled, attackers couldn’t get in. They got notifications on their phones, realised something was wrong, and changed their passwords immediately. Crisis averted.
Enable MFA on everything important: email accounts, cloud services, banking, anything with sensitive data. Most services offer it for free these days, and it takes about two minutes to set up.
3. Keep Everything Updated
Software updates are annoying, we get it. That pop-up interrupting your work, the restart that takes forever. But dealing with a security breach because you didn’t update is way more annoying.
Those updates aren’t just adding new features. They’re patching security holes that cybercriminals are actively exploiting. When a vulnerability is discovered, it’s often made public, which means attackers know about it too. If you don’t update, you’re essentially leaving your front door unlocked.
We recommend enabling automatic updates wherever possible. For Windows and Mac, you can set this up in system settings. For your business applications, check if they have auto-update options. And don’t forget about your network equipment. Routers and switches need firmware updates too.
If you’re worried about updates breaking something (a valid concern), test them on one machine first, or schedule updates for times when it won’t disrupt business. But don’t skip them entirely. That’s asking for trouble.
4. Train Your Team
Your employees are your biggest security asset and your biggest vulnerability. They’re the ones clicking links, opening emails, and accessing your systems every day. A well-trained team can spot threats before they become problems.
We’ve found that the best training isn’t a one-off session that everyone forgets. It’s regular, practical reminders. We suggest monthly security tips, maybe a quick email or a five-minute chat in a team meeting. Cover things like:
- How to spot phishing emails (look for urgent language, suspicious sender addresses, unexpected attachments)
- What to do if they think they’ve clicked something dodgy (disconnect from the network, report it immediately)
- Why they shouldn’t plug in random USB drives (yes, this still happens!)
- The importance of locking their screens when they step away
Make it practical, not scary. You want your team to be aware, not paranoid. And create an environment where people feel comfortable reporting potential issues without fear of getting in trouble.
5. Back Everything Up Properly
We saved this one for last, but it might be the most important. The truth is, no matter how good your security is, something can still go wrong. A ransomware attack, a hardware failure, accidental deletion, or even a fire or flood. When disaster strikes, your backups are what save you.
We follow the 3-2-1 backup rule and recommend all our clients do the same:
- 3 copies of your data: the original plus two backups
- 2 different types of storage: maybe one on an external drive and one in the cloud
- 1 copy offsite: if your office burns down, you don’t want your backups burning with it
But most people forget this: you need to test your backups. We’ve seen businesses discover their backups weren’t working when they actually needed them. That’s not the time to find out!
Set a reminder to test your backup restoration process every quarter. Pick a non-critical file, restore it, and make sure it works. It takes ten minutes and could save you thousands.
Where to Start
We know this can feel overwhelming. You’re running a business, and now we’re asking you to become a cybersecurity expert too. But you don’t have to do it all at once.
Start with one thing this week. Maybe set up MFA on your email account. Next week, install a password manager. The week after, review your backup strategy. Small steps, consistently taken, make a huge difference.
And if you need help, whether it’s setting these things up, training your team, or conducting a proper security audit, that’s what we’re here for. We work with small businesses every day and understand the challenges you face. Drop us a line and let’s chat about how we can help protect your business without breaking the bank.
Stay safe out there!