The Best Cybersecurity Practices for Small Businesses

In today’s interconnected world, cyber threats are growing at an alarming rate. While large corporations often have dedicated teams of experts to protect their digital infrastructure, small businesses are frequently left vulnerable. The unfortunate truth is that small businesses are just as much—if not more—at risk of cyberattacks. Cybercriminals often target smaller companies because they may have fewer resources dedicated to cybersecurity, making them an easier target. However, with a few essential practices, even the smallest businesses can significantly reduce their risk.
Whether you’re a tech-savvy entrepreneur or a small business owner with little understanding of cybersecurity, the following practices will guide you toward protecting your business from cyber threats. These steps are practical, cost-effective, and crucial in ensuring your company’s digital safety.
1. Use Strong and Unique Passwords (and a Password Manager)
For Everyone: Passwords are the most basic, yet often the weakest, line of defense against cybercriminals. Many small businesses make the mistake of using simple, easily guessable passwords (like “123456” or “password”). A hacker can exploit this weakness in no time.
For the Tech-Savvy: Ideally, you should use complex passwords that combine upper and lowercase letters, numbers, and symbols. But a simple password policy won’t cut it—especially when you manage multiple accounts. Use a password manager (like LastPass or Bitwarden) to generate and store unique passwords for each of your accounts. These tools encrypt your passwords and keep them secure.
For Everyone Again: Educate your employees about using strong passwords. A password like “G!6q@p9m3B” might seem complicated, but it’s a small price to pay for security. For a business with multiple team members, consider enforcing a policy that requires changing passwords every 60-90 days.
Also: 10 Ways To Stay Safe On the Internet
2. Two-Factor Authentication (2FA) is a Must
For Everyone: Two-factor authentication (2FA) adds an extra layer of protection to your login process. Instead of just entering your password, you’ll also need to provide a second verification step, such as a code sent to your phone or an authentication app (like Google Authenticator). This significantly reduces the likelihood of an account being compromised, even if someone knows your password.
For the Tech-Savvy: Enable 2FA on all accounts, from email to financial services. Many critical services, like Google Workspace or Microsoft 365, offer 2FA options, and it should be mandatory for employees handling sensitive information.
3. Regular Software Updates & Patching
For Everyone: Cybercriminals love to exploit security holes in outdated software. Whether it’s your operating system, web browser, or apps, outdated software is an open door to potential attacks. Regular updates close these gaps, making it harder for hackers to gain access to your system.
For the Tech-Savvy: Set up automated updates on all systems wherever possible. For more complex software or systems, such as firewalls or security tools, schedule manual updates or use an endpoint management system to keep track. Keep your devices updated even when it seems like there are no new features—you’re getting security fixes that are crucial for protecting your business.
Also: 5 Shocking New Ways Hackers Can Use These AI Technologies
4. Educate Your Team (and Yourself)
For Everyone: Phishing attacks—fraudulent attempts to steal sensitive information, often via email—are one of the most common ways hackers infiltrate businesses. Many employees might not realize the danger of clicking on suspicious links or opening attachments from unknown senders.
For the Tech-Savvy: Train employees on how to recognize phishing attempts, and consider running simulated phishing exercises to test their ability to spot potential threats. Encourage a company-wide culture of cybersecurity awareness. This should include recognizing suspicious emails, safe web browsing habits, and identifying unusual activities on accounts or systems.
For Everyone Again: Even if you don’t have a large team, educate yourself on common cyber threats. A small investment in time to understand the basics of cybersecurity can prevent major headaches down the road.
5. Backup Your Data Regularly
For Everyone: Think of your data backups like insurance—hopefully, you’ll never need them, but if disaster strikes, you’ll be glad you have them. Ransomware attacks, where cybercriminals lock up your data until you pay a ransom, are increasingly common. A proper backup strategy can ensure you never have to pay.
For the Tech-Savvy: Use the 3-2-1 backup rule: Keep 3 copies of your data, 2 on different physical devices, and 1 off-site or in the cloud. Cloud storage services like Google Drive, Dropbox, or OneDrive offer automatic backups that can be easily integrated into your business.
For Everyone Again: Schedule backups regularly—daily or weekly, depending on how frequently your business handles new data—and ensure that those backups are easily accessible for restoration if needed.
6. Implement Firewalls and Antivirus Software
For Everyone: A firewall acts like a barrier between your network and the outside world, blocking malicious traffic before it reaches your systems. Antivirus software scans for malware and other threats, offering real-time protection.
For the Tech-Savvy: Invest in business-grade antivirus software and firewalls. Consider enterprise solutions like Bitdefender, Kaspersky, or Norton for comprehensive protection. Many modern firewalls offer “intrusion detection systems” (IDS) and “intrusion prevention systems” (IPS), which not only detect but also actively block suspicious activities.
For Everyone Again: For small businesses on a budget, there are free antivirus options available (like Avast or AVG), but as your business grows, it may be worth investing in more robust solutions to ensure full coverage.
7. Secure Your Wi-Fi Network
For Everyone: A Wi-Fi network that’s easy to guess (think: “password123” or “admin123”) is a major vulnerability. Make sure your Wi-Fi network is encrypted with WPA3 security, and always use a strong, unique password to access it. This will prevent unauthorized users from connecting to your network and potentially accessing sensitive data.
For the Tech-Savvy: For added protection, consider setting up a separate guest network for visitors or contractors who need Wi-Fi access but shouldn’t have access to your business’s internal systems.
8. Use Virtual Private Networks (VPNs) for Remote Work
For Everyone: If you or your employees are working from home, using public Wi-Fi, or accessing sensitive information remotely, a VPN (Virtual Private Network) is essential. It encrypts your internet traffic, making it nearly impossible for hackers to intercept data like passwords, emails, or business plans.
For the Tech-Savvy: Set up a business VPN solution, especially if employees are accessing your company’s internal systems from outside the office. VPNs like NordVPN Teams or ExpressVPN offer reliable encryption, secure connections, and advanced features to keep your network safe.
9. Limit Access to Sensitive Information
For Everyone: Not everyone in your business needs access to everything. Implement a “need-to-know” policy where employees are only given access to the data they absolutely need to do their jobs. This limits the damage in case an employee’s account is compromised.
For the Tech-Savvy: Use role-based access control (RBAC) in your software and systems. This allows you to assign different levels of access based on job roles, ensuring that employees can’t access sensitive financial records, customer information, or trade secrets unless it’s relevant to their work.
10. Have a Cybersecurity Incident Response Plan
For Everyone: Even with the best precautions, cyberattacks can still happen. That’s why having an incident response plan is vital. It should include clear steps for identifying, containing, and mitigating an attack, as well as notifying customers or stakeholders if necessary.
For the Tech-Savvy: Create a plan that outlines who in your company is responsible for managing a cyber crisis, what tools to use for investigation and remediation, and how to recover compromised data. Regularly review and practice this plan so everyone knows what to do if the worst happens.
Final Takeaway
Cybersecurity doesn’t have to be overwhelming. With these best practices, even the smallest businesses can put up a strong defense against cyber threats. By focusing on practical, everyday actions—like using strong passwords, backing up data, and educating your team—you can dramatically reduce your risk. Remember, cybercriminals target weaknesses, so the stronger your defenses, the less likely they are to succeed.
Whether you’re just starting or have been in business for years, making cybersecurity a priority today can save you from potentially devastating attacks tomorrow. Keep it simple, stay informed, and always be one step ahead. Your business—and your customers—will thank you.
Credit: Photo by Christina Morillo