Why Email Security Matters for Small Businesses
Small businesses are frequent targets of phishing, ransomware, and business email compromise (BEC). A single compromised inbox can lead to lost data, fraud, and damaged trust. The good news is that many attacks can be prevented with clear policies and consistent habits. Here are ten practical best practices your small business can adopt.
1. Use Strong, Unique Passwords
Every work email account should have a password that is long, unique, and not reused anywhere else. Avoid dictionary words and predictable patterns. A password manager can generate and store strong passwords so staff don’t have to remember them. This alone greatly reduces the impact of one leaked password.
2. Turn On Two-Factor Authentication (2FA)
Enable 2FA (or MFA) on all business email and critical accounts. Even if a password is stolen, an attacker usually cannot log in without the second factor. Prefer app-based or hardware keys over SMS when possible, as SMS can be hijacked.
3. Train Everyone to Spot Phishing
Regular, short training on how to recognize phishing—suspicious links, odd sender addresses, urgency, and requests for passwords or payments—can prevent most incidents. Include real examples and run occasional internal phishing simulations (with clear rules and no shame) to reinforce behavior.
4. Define a Clear Email Policy
Put in writing what is acceptable: no sharing work credentials, no clicking unsanctioned links in sensitive contexts, and how to report suspicious email. Make sure staff know who to contact (e.g. IT or a designated security contact) and that reporting is encouraged.
5. Use a Business Email Service You Trust
Choose an email provider that offers strong security and privacy: encryption in transit and at rest, good spam and phishing filtering, and optional E2EE or zero-knowledge if that fits your needs. Avoid free consumer accounts for core business communication when you can.
6. Limit Admin and Shared Access
Only give admin or elevated access to people who need it. Use shared mailboxes or delegated access instead of sharing one password. When someone leaves or changes roles, revoke access and change credentials as part of an offboarding checklist.
7. Protect Devices That Access Email
Ensure every device used for work email has up-to-date software, antivirus or endpoint protection, and screen lock. Require full-disk encryption on laptops and phones. Lost or stolen devices are less dangerous when they’re locked and encrypted.
8. Be Careful with Attachments and Links
Instruct staff not to open attachments or click links in unexpected or suspicious emails. When in doubt, confirm via a separate channel (e.g. phone or a new email) and use official URLs typed into the browser. Many breaches start with one malicious attachment or link.
9. Back Up Important Email and Data
Ransomware and account takeovers can wipe or block access to mail. Keep backups of critical mail and business data in a separate, secure system. Test restores occasionally so you know you can recover.
10. Review and Update Regularly
Revisit these practices periodically: new threats and product features appear often. Check that 2FA is still enabled, that offboarded staff have lost access, and that your email provider still meets your security and privacy requirements.
Summary
Email security for small business is mostly about consistency: strong passwords, 2FA, training, clear policies, a trustworthy provider, and careful use of links and attachments. Implementing these ten practices will significantly reduce your risk and help you respond quickly if something goes wrong.