Guest article written by our good friend Sally Hook
It always starts with one click.
A message that looks just legitimate enough slips through—and suddenly, your business and your clients are at risk.
For IT service providers and consultants, the stakes are higher than ever.
Phishing attacks don’t just target your inbox—they threaten every system you manage.
That’s why cybersecurity isn’t optional. It’s essential.
Here’s how to build a phishing-resistant business from the ground up:
1. Spot the Red Flags Early
Phishing thrives on deception. The first step to protection is awareness.
Watch for:
- Suspicious email addresses disguised with professional branding.
- Urgent requests asking for credentials or money.
- Poor grammar or strange formatting in emails from “executives.”
- Unusual links (hover before you click).
- Attachments from unfamiliar or even spoofed senders.
If something feels off, trust your instincts. A moment of hesitation can prevent a breach.
2. Lock Down Your Business Documents
Phishing doesn’t stop at emails—it extends to every file you send and receive.
- Use password-protected PDFs for contracts, reports, and sensitive materials.
- Never share unrestricted files outside your network without oversight.
- If you adjust access permissions, do so deliberately—and communicate securely.
Treat every document like it’s a potential risk. Because it is.
3. Train Your Team Like a Cybersecurity Unit
Your strongest firewall isn’t software—it’s your people.
- Schedule short, regular training sessions.
- Simulate phishing attacks to test real-time judgment.
- Encourage team members to speak up when something looks suspicious.
- Reward good decisions—don’t punish mistakes.
Security culture starts at the top. Make it matter.
4. Reinforce with Technical Safeguards
Tech won’t replace awareness—but it can save you when humans slip up.
- Use multi-factor authentication (MFA) for all critical systems.
- Configure email filters to block phishing attempts before they hit inboxes.
- Deploy SPF, DKIM, and DMARC to authenticate outgoing emails.
- Keep antivirus and endpoint protection tools current.
- Encrypt sensitive data in transit and at rest.
Layered defenses are your best bet.
5. Establish Simple, Strong Security Policies
Don’t let confusion create vulnerabilities.
- Set clear rules: no credentials, passwords, or payments via email.
- Include cybersecurity protocols in onboarding and offboarding.
- Post policies in a shared location—and enforce them consistently.
Clarity prevents crisis.
6. Respond Swiftly to Incidents
Even the best systems can be breached. The key is what you do next.
- Create an incident response plan and make it actionable.
- Assign a response lead and define communication channels.
- Rehearse response scenarios like fire drills.
- Document every step for accountability and learning.
Speed and transparency reduce damage.
7. Keep Everything Updated and Audited
Cybersecurity isn’t about fancy tools. It’s about consistency.
- Regularly patch systems to close vulnerabilities.
- Perform quarterly security audits to identify weak spots.
- Maintain detailed logs of updates, scans, and changes.
Maintenance may not be exciting, but it saves you in the long run.
Stay One Step Ahead
Phishing attacks will never stop evolving—but you don’t have to be an easy target.
With a security-first mindset, regular training, smart tech, and a solid response plan, you’ll be ahead of most businesses. And that’s exactly where you need to be.
Your clients trust you to protect their data. Make that trust your firewall.
Looking to sharpen your cybersecurity and IT strategy even more? Explore the latest insights at The Functional BA—your go-to resource for navigating the digital business landscape.