10 Cybersecurity Best Practices Your Employees Must Follow

Technology is evolving at an unprecedented pace, and with it come increasing cybersecurity threats. To shield your business from risks like cybercriminal hacks and data breaches, it’s essential for employees to follow cybersecurity best practices. After all, they are your first line of defense.

In this guide, we outline 10 crucial cybersecurity best practices for employees and discuss the most common threats businesses face today. This way, you’ll know exactly what to watch out for.

But first, here are some key points about cybersecurity best practices:

• Modern businesses are vulnerable to various cyber threats, including data breaches, ransomware, and phishing scams.
• One of the biggest risks today stems from the expanding digital landscape. With the rise of cloud services, IoT devices, and more, securing your business is more critical than ever.
• Employees are your frontline defense against these cybersecurity risks. Following best practices like creating strong passwords, enabling multi-factor authentication (MFA), and installing antivirus software is essential.
• Employers should regularly train employees on these practices through monthly or quarterly employee cybersecurity training.
• A quick way to enhance password security is by using a password manager. Employees can securely share, store, and manage passwords from anywhere.

What Are the Cybersecurity Threats for Businesses?

Given today’s technology, businesses in all industries face multiple cybersecurity threats. These include everything from data breaches to social engineering tactics.

Data Breaches

A data breach happens when an unauthorized party gains access to sensitive business data. These breaches can be costly and difficult to recover from.

According to IBM's Cost of a Data Breach report, 83% of companies will experience a data breach, sometimes more than once. The average cost of a data breach in the U.S. has now risen to $9.44 million—over $5 million more than the global average.

Ransomware & Social Engineering

Ransomware is a type of malware that prevents you from accessing your critical data. Cybercriminals typically gain access through phishing scams, demanding a ransom to restore access. In 2022, there were 493.33 million ransomware attacks globally.

Ransomware is just one of many social engineering tactics, including baiting, vishing (voice phishing), and pretexting. These methods are dangerous because they deceive employees into divulging sensitive information.

An Expanding Digital Landscape

Businesses today are leveraging innovations like the Internet of Things (IoT), cloud services, and AI to boost efficiency and meet consumer demands. While these advancements are vital, they also create additional security challenges, such as more entry points for cyberattacks. Managing access control becomes increasingly complex as the digital landscape continues to grow.

10 Cybersecurity Best Practices for Employees

The above threats are only a few examples of the risks you must protect your organization from. To do so, your first step should be to work with your team to implement the below cybersecurity best practices.

#1. Develop Strong Passwords

Passwords stand between your business data and those who want to exploit it. This is why it's critical to develop complex passwords that are next to impossible to guess.

What does a strong password look like? Strong passwords are at least 12, preferably 16+ characters in length and feature both lower and uppercase letters. They also include special characters (#, !, etc.). Employees should avoid using personal information such as their name or date of birth.

Want an easy way to create robust passwords? TeamPassword's password generator can help. Give it a try!

If the password needs to be memorable, try creating a passphrase. 

#2. Use a Password Manager

Having complex passwords is only the first step in protecting your data. You should also implement a password manager, a tool used to create, store, share, and manage credentials.

For example, TeamPassword enables you to store and manage all logins in one centralized location. This makes it easy for your employees to access the apps and services they need without sacrificing security.

Plus, with TeamPassword, you can easily control who has access to what credentials and enable additional security layers through two-step verification.

#3. Don't Share Unencrypted Passwords

Employees should refrain from sharing unencrypted passwords via email, text, or other methods. Passwords sent this way can be easily compromised. For example, email accounts are relatively easy to hack, and cybercriminals have been known to successfully intercept emails and messages using the man-in-the-middle attack.

Instead, employees should use an encrypted password manager to share their credentials. An AES 256-bit encrypted vault ensures threat actors cannot gain access with the master password. 

#4. Enable Multi-Factor Authentication

Multi-factor authentication (MFA) requires employees to verify their identities using two or more methods. For example, after entering a password, your employee may need to authenticate using an app and enter a one-time password (OTP) sent via text to their device.

Using MFA, even if a third party gains access to a password, they won't be able to access the app or service without taking the other steps. And according to Microsoft, implementing MFA prevents 99.9% of attacks on accounts.

#5. Avoid Suspicious Emails & Links

One of the most common scams used by cybercriminals is phishing. This occurs when a scammer sends you an email or text message that compels you to give them information. And unfortunately, they're getting better at their craft.

For example, your employees may receive an email saying their credentials have been compromised, prompting them to log in using a fake website. Once the employee enters their info, the scammer now has access to it.

You should ensure your employees know what these phishing emails look like. For example, phishing emails may feature a lot of misspellings and not address the employee by name. They may also include a link to click on or an attachment to download.

To prevent phishing scams, employees should refrain from opening suspicious-looking emails (or texts) and clicking unknown links.

Read more: What to Do If You've Been Hacked: An In-Depth Guide

#6. Use a VPN

Do you have employees who work remotely from home or on the go? If so, you'll want to ensure they're using a VPN when accessing business apps and services.

A virtual private network (VPN) creates a secure and encrypted connection between the employee's device and your network.

A VPN works to encrypt the business data shared between the device and your network, keeping it private (even when using a public internet connection). As a result, your business data is protected from prying eyes.

#7. Don't Ignore Tech Updates

When your to-do list is a mile long, it's easy to hit "remind me later" when you see the "your device needs an update" pop-up. However, your employees should never ignore tech updates. Many device updates include security patches that are critical to protecting the device.

Whether on the phone they're using for business or their laptop, updates should be installed whenever they're available.

#8. Do Your Part to Prevent Viruses

Computer viruses come in all shapes and sizes, from macro viruses to resident viruses. Unfortunately, they can all be detrimental to your critical business information.

To understand the severity of the virus, consider the attacks of the past. For example, the infamous ILOVEYOU virus caused an estimated $10 billion in damage.

The best defense is virus protection. Employees must implement virus protection on all of the devices they use to access business data. Antivirus software can help prevent, detect, and eliminate viruses before they take hold.

#9. Implement Firewall Protection

Every device that can connect to the internet is a potential door that hackers can use to gain access to your data. This is where a firewall comes in.

Firewalls protect your data by monitoring the incoming and outgoing traffic on your organization's private network. The firewall can then permit or deny traffic based on the security rules you set.

Not only should you have firewall protection within your business, but your employees should implement firewalls in their home offices too. This ensures your data is protected, no matter where it's accessed.

#10. If You See Something, Say Something

Your employees are in the trenches of day-to-day work. They're the ones receiving suspicious emails, sharing passwords, and using your apps. They're also the ones more likely to spot a potential cybersecurity risk.

Empower your employees to speak up when they see a potential threat. For example, ask your employees to alert you if they receive a suspicious email or if they notice passwords being shared via the team messaging app.

How Should Employers Train Employees to Ensure Cyber Safety?

Employees are your first line of defense against cyber threats, but it's up to you to equip them with the knowledge and tools they need to stay vigilant. Employee cybersecurity training is essential to keeping your team informed about emerging threats and the latest best practices.

To ensure continuous protection, we recommend holding cybersecurity training sessions on a monthly or quarterly basis. These sessions can cover everything from password security and recognizing phishing scams to the importance of multi-factor authentication (MFA).

Regular communication is also key. Keep your team up-to-date by sharing any security incidents or changes to your cybersecurity protocols. This will reinforce the importance of staying alert and following best practices.

You can also maintain awareness by incorporating cybersecurity tips into your day-to-day operations. Consider sending out a weekly email newsletter with the latest cybersecurity best practices for employees, or dedicate a few minutes of your weekly meetings to discussing new threats and quick tips.

By making employee cybersecurity training a regular part of your routine, you'll help ensure that your team remains proactive and well-prepared to face potential threats.

Boost Your Team's Password Security With TeamPassword

One of the easiest ways to enhance your security is by implementing a reliable, affordable password management tool like TeamPassword.

TeamPassword is designed for teams that need a simple, secure, and centralized solution for managing logins. Here’s why it’s the ideal choice for your business:

• Unlimited Groups: Easily organize credentials into unlimited groups for different teams, departments, or projects.
• Enforceable Two-Factor Authentication (2FA): Add an extra layer of protection by requiring 2FA for all users, ensuring that even if passwords are compromised, unauthorized access is prevented.
• AES 256-bit Vault Encryption: All passwords are stored with industry-leading AES 256-bit encryption, keeping your sensitive information secure from any potential breach.
• Activity Logs: Monitor and track who is accessing which passwords with detailed activity logs, helping you maintain oversight and accountability across your team.
• User-Friendly Interface: Simplified password management that doesn’t compromise on security, making it easy for your team to adopt and use every day.

Take control of your passwords and strengthen your organization’s security posture. Sign up for TeamPassword today and safeguard your business with a secure, streamlined password management solution!