Email Security Best Practices for SMEs to Avoid Costly Cyberattacks

In today’s fast-moving digital world of business, small and medium sized enterprises (SMEs) are presented with a growing range of cyber threats. One of the most prevalent and harmful ones is an email attack. Cybercrime has mastered the use of email as an open door to the businesses of companies of all sizes, through routes such as phishing, malware-laden attachments and impersonation. These attacks could be devastating for SMEs, causing loss of money, reputation, and business. Innocent’s advice is that in order to prevent these potentially costly scenarios, small- to medium-sized enterprises (SMEs) need to put in place strong email security protection.

In this piece, we shall be discussing some email security best practices that small and medium-size businesses should leverage to protect themselves against cyberattacks and maintain their communication system secure.

Why SMEs Should Be Concerned About Email Security

Email is the essence of business communication. Client emails, team communications – SMEs are dependent on email to run their business on a day-to-day basis. But that convenience also makes it a tempting target for hackers. The damage caused by email attacks is enormous. Email scams like business email compromise (BEC) were the cause of billions in losses across the globe, the FBI has previously said.

To SMEs, these figures are not statistics – they are a wake-up call. One of the main reasons email is such an attractive vector for cyberattacks is because it’s relatively easy for hackers to exploit. Unlike more advanced hacking techniques, which can be complex, all it takes is a convincing email for a cybercriminal to gain access to an organization’s servers. This too is why business owners are rightly reminded that adopting email security best practices is of paramount importance if they want to protect their business from financial and reputational harm.

What Are Some Email Security Threats?

To protect themselves from email-based cyberattacks, the most crucial thing organizations can do is get smart about the most prevalent threats. These include:

Phishing Attacks

Phishing is one of the most prevalent email-based attacks. Cybercriminals craft emails that appear to be from legitimate sources—such as banks, government agencies, or business partners—encouraging recipients to click on malicious links or provide sensitive information. Once the target follows the instructions, the attacker gains access to valuable data or installs malware on the victim’s system.

Business Email Compromise (BEC)

BEC involves the use of compromised email accounts to manipulate business transactions or requests. For example, an attacker may impersonate a CEO or CFO and instruct an employee to transfer funds to a fraudulent account. This sophisticated form of attack is particularly dangerous for SMEs because the financial consequences can be devastating.

Malware and Ransomware

Malware and ransomware often come attached to email attachments or links. When opened, these files can infect the recipient’s computer or network, sometimes locking it down entirely (as is the case with ransomware). In these situations, SMEs may be forced to pay a ransom to regain access to their data and systems.

Email Security Best Practices for SMEs

1. Implement Multi-Factor Authentication (MFA)

One of the most effective ways to protect email accounts from unauthorized access is by enabling multi-factor authentication (MFA). MFA adds an extra layer of security by requiring users to provide two or more forms of identification before accessing their email accounts. This might include a combination of something you know (a password), something you have (a phone or hardware token), and something you are (biometric verification).

For SMEs, MFA is a simple yet highly effective email security best practice. Even if a cybercriminal manages to steal a password, they will still need the additional authentication factor to access the account. This significantly reduces the chances of a successful attack.

2. Use Advanced Email Filtering Solutions

Email filtering is one of the most important tools in an SME’s email security arsenal. Modern email filtering systems use advanced algorithms to scan incoming messages for signs of malicious activity, such as phishing links, malware, or suspicious attachments. These filters can flag emails that contain known threats or exhibit unusual patterns, preventing harmful messages from reaching users’ inboxes.

Investing in a robust email filtering solution can drastically reduce the risk of cyberattacks by blocking harmful emails before they ever make it to your employees. These systems are especially useful in identifying phishing emails that may otherwise look legitimate at first glance.

3. Educate Employees on Email Security

Employee education is critical when it comes to safeguarding against email-based cyberattacks. Cybercriminals frequently rely on human error to gain access to business systems, so it’s important that your staff understands the risks associated with email and is equipped to recognize potential threats.

Regular training sessions that focus on how to spot phishing emails, avoid clicking on suspicious links, and verify requests for sensitive information can significantly reduce the likelihood of a successful attack. Consider using simulated phishing exercises to test employees’ responses and reinforce best practices.

By creating a culture of awareness around email security best practices, SMEs can ensure that every employee plays a role in defending the organization against cyber threats.

4. Ensure Email Encryption

Email encryption is another critical email security best practice for SMEs. Encryption protects the contents of an email, making it unreadable to anyone other than the intended recipient. This is especially important when sending sensitive information, such as financial data or personal client details, through email.

Many modern email platforms offer built-in encryption tools, but it’s worth exploring additional encryption solutions for added protection. SMEs should ensure that all emails containing sensitive or confidential information are encrypted both in transit and at rest. This added layer of security can prevent attackers from intercepting or altering the contents of email communications.

5. Regularly Update Email Security Software and Systems

Outdated software is a key vulnerability that hackers often exploit. Many email-based attacks rely on known vulnerabilities within outdated email systems or software applications. Regularly updating your email systems and security software ensures that known security patches are applied promptly, reducing the chances of a successful exploit.

SMEs should set up automatic updates wherever possible to ensure that critical patches are always applied as soon as they become available. This is an essential part of any comprehensive email security strategy, as it ensures that systems are protected against the latest threats.

6. Monitor and Respond to Suspicious Activity

Proactive monitoring of email accounts is another key best practice. SMEs should implement systems that allow for continuous monitoring of email activity to detect suspicious behavior in real-time. Unusual login attempts, changes in email forwarding rules, or large volumes of outbound emails could indicate that an account has been compromised.

If suspicious activity is detected, it’s important to have an established response plan in place. Employees should know who to contact and what steps to take if they believe their email accounts have been compromised. Quick action can often prevent a full-blown cyberattack from taking place, minimizing the potential damage.

7. Secure Mobile Devices Accessing Email

With more employees working remotely and using mobile devices for work, securing email on smartphones and tablets has become increasingly important. Mobile devices are often targeted by cybercriminals because they can be easily lost or stolen. If these devices aren’t properly secured, they can serve as a gateway to email accounts.

SMEs should ensure that all mobile devices accessing company email are equipped with strong passwords or biometric authentication. Furthermore, implementing mobile device management (MDM) systems can help track, lock, and wipe devices remotely if they are lost or stolen.

8. Perform Regular Backups of Critical Data

While email security best practices focus on preventing attacks, it’s equally important to be prepared for the worst-case scenario. Regular backups of critical data—such as email communications and attachments—can provide a safety net in case an attack does occur.

In the event of a ransomware attack or other data loss incident, having recent backups ensures that your business can recover quickly without paying a ransom or losing critical information. Backup systems should be encrypted and stored in multiple locations (e.g., on the cloud and offline) to provide additional layers of protection.

Conclusion

The risks associated with email-based cyberattacks are significant, and SMEs must take proactive steps to protect their business from these threats. By implementing email security best practices such as enabling multi-factor authentication, using advanced email filtering, educating employees, encrypting sensitive information, and monitoring email activity, SMEs can drastically reduce the likelihood of a successful attack.

As cyber threats continue to evolve, it’s crucial for businesses to stay vigilant and adaptable. Email security is not a one-time fix, but an ongoing process that requires constant attention and updates. By prioritizing email security and taking a proactive approach to threat mitigation, SMEs can not only avoid costly cyberattacks but also ensure that their business remains resilient in the face of an ever-changing threat landscape.

By investing in the right tools, training, and processes, SMEs can turn email security from a potential weakness into a powerful defense against cybercrime.