Running a business today means dealing with online threats every day. Hackers are getting smarter, and they love targeting small businesses. Why? Because many small business owners think they’re too small to be noticed. That’s not true. In fact, small businesses are often easier targets because they have fewer protections in place.
The good news is that you can protect your business without spending a fortune or becoming a tech expert. The Australian government’s cyber security team has created simple guidelines that any business can follow Cyber.gov.au.
What Threats Are Out There?
The Main Dangers Your Business Faces
Think of cyber threats like burglars, but instead of breaking into your shop, they break into your computers and steal your information or money. The most common attacks include:
- Phishing emails that trick you into giving away passwords
- Ransomware that locks up your files until you pay money
- Fake invoices that steal your payments
- Malware that damages your computers
These attacks work because they trick people, not just computers. Hackers know that busy employees might click on the wrong link or fall for a clever trick.
Real Stories from Real Businesses
Here’s what happened to one courier company: An employee got an email that looked like it came from her boss. The “boss” asked her to buy $3,000 worth of gift cards for staff rewards. She used her own credit card to buy the cards and sent photos of them to prove she’d done it. Later, she gave the physical cards to her real boss, who had never asked for them. The email was fake, and the money was gone Cyber.gov.au.
Protecting Your Business Accounts
Make Your Passwords Stronger Than a Brick Wall
Your business accounts are like the front door to your company. You need strong locks on that door. Here’s how:
Use Multi-Factor Authentication (MFA) This is like having two locks on your door instead of one. Even if someone steals your password, they still can’t get in without the second key (usually a code sent to your phone). MFA is one of the best ways to keep hackers out of your accounts.
Create Strong Passwords
- Make them long (at least 12 characters)
- Use a mix of letters, numbers, and symbols
- Don’t use the same password for everything
- Consider using a password manager to keep track of them all
Check Your Account Settings
Many accounts come with weak security settings turned on by default. Take time to review and strengthen these settings. Make sure only the right people have access to important business information.
Keeping Your Devices Safe
Update Everything, All the Time
Think of software updates like getting a flu shot – they protect you from the latest threats. Hackers love finding businesses that haven’t updated their software because those computers are easy to break into.
What to update:
- Your computers and phones
- All software and apps
- Security programmes
- Your website and online tools
Set up automatic updates when possible. It’s easier and you won’t forget.
Back Up Your Important Stuff
Imagine if your business burned down tomorrow. What information would you need to rebuild? That’s what you need to back up.
What to back up:
- Customer information
- Financial records
- Important documents
- Photos and videos
- Email data
How to do it right:
- Save copies in different places (not just one external drive)
- Test your backups regularly to make sure they work
- Keep some backups offline so hackers can’t reach them
One auto parts store learnt this lesson the hard way. Ransomware locked up their main computer and their backup drive that was connected to it. When they tried to use other backup drives, the virus immediately locked those up too. They lost years of data because their backups weren’t properly separated from their main system.
Email Safety: Don’t Take the Bait
Spot the Tricks Before They Hook You
Email is like fishing for hackers – they throw out bait and wait for someone to bite. Here’s how to avoid getting caught:
Red flags in emails:
- Urgent requests for money or payments
- Changes to bank account details
- Email addresses that look almost right but have small spelling mistakes
- Requests to click links or download files from unknown senders
The Golden Rule: When in Doubt, Pick Up the Phone
If you get an email asking for money or important information, don’t reply to the email. Instead, call the person or company directly using a phone number you find yourself (not one in the suspicious email).
One construction company ignored this rule and lost over $150,000. They got an email from their supplier saying to use new bank account details. The email looked real, so they paid two large invoices to the new account. Only later did they discover the supplier’s email had been hacked, and they’d been sending money to criminals.
Train Your Team
Your employees are your first line of defence, but only if they know what to look for. Hold regular training sessions where you:
- Show examples of fake emails
- Practise what to do when something looks suspicious
- Create a simple process for checking questionable requests
- Make it safe for employees to ask questions or report concerns
Protecting Your Internet Connection
Secure Your Business Wi-Fi
Your Wi-Fi network is like a highway into your business. You need to control who can use it and what they can access.
Wi-Fi security basics:
- Change the default password on your router
- Use WPA3 security (the strongest available)
- Don’t let customers use the same Wi-Fi as your business computers
- Regularly check who’s connected to your network
Be Careful with Public Wi-Fi
Public Wi-Fi at coffee shops, airports, and hotels is convenient but dangerous for business use. Anyone else on that network might be able to see what you’re doing online.
If you must use public Wi-Fi:
- Use a VPN (Virtual Private Network) to encrypt your connection
- Avoid accessing sensitive business information
- Turn off file sharing and AirDrop features
- Log out of all accounts when you’re done
Working from Home Safely
Remote Work Brings New Risks
When your employees work from home, your business security extends to their kitchen tables and home offices. This creates new challenges:
Home network risks:
- Family members using the same Wi-Fi for gaming or streaming
- Outdated home routers with weak security
- Lack of IT support when problems arise
Shared device problems:
- Kids using the same computer for schoolwork
- Spouses accessing personal accounts on work devices
- No clear separation between work and personal data
Create Clear Remote Work Rules
Device guidelines:
- Decide whether employees can use personal devices for work
- If yes, require security software and regular updates
- Set rules about who else can use work devices
- Provide company devices when handling sensitive information
Safe practices:
- Use video calls instead of phone calls for sensitive discussions
- Store work files in secure, company-approved cloud services
- Require VPN use for accessing company systems
- Set up automatic screen locks and encryption
Fighting Malware and Ransomware
Understanding the Enemy
Malware is like a disease for your computer. It can:
- Steal your files and information
- Lock up your computer until you pay money
- Spy on everything you do
- Spread to other computers in your business
Building Multiple Walls of Defence
No single security programme can stop every threat. You need multiple layers of protection:
Layer 1: Good security software
- Install antivirus on all computers
- Keep it updated automatically
- Run regular scans
Layer 2: Smart browsing habits
- Don’t visit suspicious websites
- Don’t download software from unknown sources
- Be careful about clicking on ads or pop-ups
Layer 3: Email caution
- Don’t open attachments from unknown senders
- Be suspicious of unexpected attachments, even from people you know
- Scan all downloads before opening them
Layer 4: Regular backups
- If ransomware locks your files, good backups let you ignore the ransom demand
- Store backups separately from your main computers
- Test restore processes before you need them
Creating a Security-Smart Culture
Make Security Everyone’s Job
The best security system in the world won’t work if your employees don’t use it properly. You need to create a workplace where everyone understands their role in keeping the business safe.
Regular training sessions should cover:
- Current scam trends and what to watch for
- Company policies about internet and email use
- What to do when something seems suspicious
- How to report problems without getting in trouble
Lead by Example
As a business owner, your team watches what you do. If you ignore security rules, they will too. Show that you take cyber security seriously by:
- Following all the same rules you set for employees
- Investing in proper security tools and training
- Celebrating when employees catch and report suspicious activity
- Taking security incidents seriously, even small ones
Make Reporting Easy and Safe
Create an environment where employees feel comfortable reporting possible security problems. They should never worry about getting in trouble for asking questions or admitting mistakes.
When Things Go Wrong: Having a Plan
Prepare for the Worst
Even with the best security, incidents can still happen. Having a clear plan helps you respond quickly and minimise damage.
Your incident response plan should include:
- Who to contact first (IT support, cyber security experts, insurance company)
- How to disconnect infected computers from your network
- Which systems to shut down to prevent spread
- How to communicate with customers and suppliers about disruptions
- When to contact law enforcement
Practise Your Response
Run through your incident response plan regularly, just like fire drills. This helps everyone know what to do when stress levels are high and time is critical.
Taking Action Today
Start with the Basics
You don’t need to implement everything at once. Start with these essential steps:
- Set up multi-factor authentication on all important accounts
- Update all your software and devices right now
- Create a backup system for your most important data
- Train your team to recognise suspicious emails
- Write down your incident response plan
Build on Your Foundation
Once you have the basics covered, gradually add more security measures:
- Improve your Wi-Fi security
- Set up better monitoring of your network
- Create more detailed policies for remote work
- Invest in more advanced security tools as your business grows
Prevention is Cheaper Than Recovery
Protecting your business online takes time and effort, but it’s much cheaper than dealing with a successful cyber attack. Many small businesses never fully recover from major security incidents. They lose customers, face legal problems, and sometimes have to close permanently.
The cyber criminals aren’t going away, and their attacks are getting more sophisticated every year. But by following these guidelines from the Australian Cyber Security Centre, you can make your business a much harder target.
Remember: cyber security isn’t just about technology. It’s about creating good habits, training your team, and staying alert to new threats. Start today, even if you only implement one or two measures at first. Every step you take makes your business safer and more likely to survive in our digital world.
Your business is worth protecting. Don’t wait until after an attack to wish you had taken these steps.