Educate Your Team
We have a few more tips, but topping the list is communicating with and educating your team about email security. It’s essential to ensure your team is savvy about the latest security tips and trends. Along with educating employees about email security, they need to understand your organization’s expectations. For example, common phishing scams will ask that gift cards or other gifts be purchased on behalf of an employee’s boss. Your employees should be aware of items that you would and would not ask for in an email or when they should confirm tasks with you. New employees may be especially vulnerable if they are not versed in email security and your organization’s expectations and norms. Ensuring the lines of communication are open is the best way to keep everyone aware and vigilant.
Use Email Encryption
Email encryption prevents messages from being read by anyone who the message is not intended for. Encryption scrambles the message and makes it unreadable to hackers. Ensure you have email encryption set up by reaching out to your IT service provider. Many applications can provide email encryption services for small businesses if you don’t have a service provider. Encryption is one helpful way to prevent hackers from having the information they need to attempt phishing scams.
Create Strong Passwords
When creating passwords, you should always make them difficult to guess and unique from application to application. It would be best if you never had passwords written down or stored in areas that can be easily found. Establish company policies about the requirements for email passwords and where passwords should be stored. You can use password managers; however, you still need to ensure that someone can not easily stumble across the master password.
Use Multi-Factor Authentication (MFA)
Using MFA is a quick and easy way to verify an employee’s identity when logging in on different applications or devices. The simplest way is to have a push notification or text sent to the employee’s cell phone. They will be able to confirm the push notification or enter the code texted to them to gain access to the device they are using to log in. MFA or 2FA is a convenient way to verify identities and sends notifications someone is trying to log in to a device using your credentials.
Email security is paramount, especially with remote work and personal internet services. Keep your employees up to speed on online security best practices. Have questions about IT security? Reach out to us to learn more.