7 Essential Tactics to Keep Business Email Secure

All over the world, businesses use email for customer invoicing, communication with partners and services, and communication with internal staff. Email is essential for companies and individuals alike.

However, emails are not that secure; they can be hacked. A recent study showed that over 90% of attacks on major companies have come through emails. Attackers impersonate trusted email contacts and use them to spread spam and malware. Another way is to implement social engineering by deceiving individuals into paying money into the wrong accounts or sharing login details.

Malware attacks are increasing by the day. Ransomware and worms are just some of the numerous forms of malware that affect individuals and businesses regularly. Research shows that in 2021, ransomware grew by 148%, with further growth expected.

It is increasingly difficult for businesses to protect themselves from malware, as hackers and malicious actors use the latest software to create advanced malware that circumvents the latest IT security defenses.

What are Best Email Practices?

Here are essential tactics to keep your business email secure:

Use long passwords

Using strong passwords is one very essential business email best practice for security. Previously, it was assumed that complexity meant strength. However, humans are human, so people will always store passwords insecurely for fear of forgetting it. Any company staff might find themselves writing down their passwords and placing them under the mouse mat.

Nowadays, experts advise that password length trumps complexity when discussing password strength. Joining different words together (with different letters capped) is an excellent way to create longer passwords that are easy to remember and yet difficult to guess. These passwords help defend against attackers who use brute force methods to hack passwords.

Longer passwords take a longer time to crack. A 26-word/character password could take more than a million years for a computer to crack. Also, using unrelated words increases password strength. Experts further recommend that businesses not require special characters such as %, &, or $.

Consider email encryption

Email encryption protects personal information from hackers by allowing specific individuals to view your emails. You can choose from numerous email encryption techniques, depending on the security level and convenience you desire.

One option is to get additional software to integrate with your email service. Another option is to utilize a third-party encrypted email provider.

Lastly, you can use email certificates like PGP. PGP allows workers to share a universal key with anybody who wants to send them an email and decode any emails they receive using a private key.

Use endpoint protection and anti-virus

Implementing endpoint protection across your work devices is one essential strategy for securing your email. This is a vital step in the struggle against malware since it prevents the transmission of ransomware and malware through email.

Frequently, malware can be found in website links and mail attachments found in the email. These links/attachments then download the malware when clicked. Antivirus software scan system files and websites for malicious activity and helps users eliminate system malware.

Business endpoint protection solutions also provide a centralized interface that allows IT administrators to monitor all endpoints on a company’s network. Through the centralized dashboard, they can run system scans and track use and access only because a centralized dashboard helps keep things organized. This solution aids the tracking people who use their own devices for business and work from home.

Never use professional email for personal purposes

Using company email for personal matters is always tempting and convenient for employees. However, in workplaces, it is standard practice to forbid this. Similarly, personal emails should not be used for business-related matters. Combining professional and personal emails can lead to dangers like spear phishing.

Using public Wi-Fi is a no-no

Most people see public Wi-Fi as an advantage when they can connect for free broadband. However, employees must learn that these public connections are vulnerable to cyber threats. If employees use public Wi-Fi to access company email, anyone on that network can also view their email. Malicious actors can monitor and obtain access to personal information over email by using software like Wireshark.

Always log out of your email account

Wherever or whatever device you log into your email, you need to log out when you’re done. Leaving your email open on another device that is not yours is not standard practice – anyone can have access to your mail. To help remind yourself, you can log out of your email on your device anytime you’re done.

Create and enforce a cybersecurity plan

Cybersecurity plans are essential in the fight for securing emails. An email policy will make employees more aware of best practices when using company emails. With an email policy in place, an employee is liable to punishment when there is a breach of the policy. Email policies help protect the company and establish how staff can use work email accounts.

Need to Update Your IT Policies? Unbound Digital is Here to Help

Unbound Digital is your one-stop shop to create and update your business email and general IT cybersecurity policies. 

Kindly contact us when you need any of these services.