Updated Review of Best Practices for Email Security

Despite the growing number of communication apps, email remains one of the most essential tools for business communication. It enables constant communication both within and outside organizations with clients, customers, vendors, and the entire workforce. However, email is also highly susceptible to cyberattacks. Approximately 3.4 billion malicious emails, primarily phishing attempts, are sent each day, according to Astra Security. These numbers translate to roughly 1.2% of all emails being malicious. These statistics are alarming enough on their own, but the fact that many employers are not adhering to best practices for email security protocols exacerbates the issue. Let’s review some of the best practices for email security that can help fortify your business.

Invest in the Email Security Technology

Having the right technology and technical support can make the difference between being proactive about email threats and constantly putting out fires. One of our primary vendors for email security here at Spectra Networks is Sophos Email Security. Sophos Email is recognized as a Product Leader, Market Leader, and Market Champion by analyst firm KuppingerCole. Sophos’ cloud-based email security platform is designed to protect organizations from various email-borne threats like phishing, malware, spam, and business email compromise. It acts as a secure email gateway, preventing malicious emails from reaching users and safeguarding sensitive data. Sophos Email also integrates with popular email platforms, such as Microsoft 365 and Google Workspace, and is managed through the Sophos Central cloud console. Key features of Sophos Email Security include advanced technologies like AI, machine learning, and real-time threat intelligence, which enable the detection and blocking of a wide range of email threats, such as phishing, malware, and spam. They also provide features like Data Loss Prevention (DLP) to protect sensitive information from leaving the organization via email. To support workforce training, Sophos Email also offers phishing simulations that test and educate users on recognizing and avoiding phishing attacks, thereby strengthening the organization's security posture.

Utilize Strong Passwords and Multi-Factor Authentication

At this point, having a strong password manager and requiring employees to utilize two-factor or multi-factor authentication to prevent unauthorized access is a must. Remind and require your employees to use strong passwords and change them when security issues arise, including when there’s a genuine security concern, during annual password reviews, or after suspected unauthorized access. Additionally, remind employees that unique passwords are critical in a business setting, especially when dealing with multiple clients. Using the same password repeatedly can put all your data and sensitive client information at risk. In terms of additional security, multi-factor authentication can add an extra layer, requiring an individual to provide two or more credentials to authenticate their identity, such as an additional code, biometrics or token.

Provide Regular Security Training

Employees often worry about their tasks at hand and put security concerns on the back burner. Regular and ongoing training can serve as a valuable reminder for employees to be aware of common email scams and how to protect themselves against them. Training should not just include new employees but also longtime team members who should be allowed to change passwords, update privacy settings, and ask questions of IT professionals about what red flags to look for when opening and reading emails.

Avoid Unsecure Networks

Whether your organization has employees that travel, remote employees or team members that log on while ordering at their favorite coffee shop, they should always be aware of insecure networks and how they could cause unintended and negative consequences. Every member of your organization should be aware of the risks associated with using public Wi-Fi for sensitive email communications. Instead, team members should consider alternative options such as using a VPN, a smartphone’s mobile hotspot or a dedicated mobile data connection.

Make Reporting Email Issues Blameless

While a well-documented plan for responding to email-based security incidents is essential, it is equally important to foster a culture of blame-free reporting. Employees who feel they will be blamed for an incident may be paralyzed and unable to take swift action. Ensure that your reporting process is quick, simple and easy to follow. Encourage your workforce to report any suspicions and appreciate their diligence, rather than blaming the person who may have clicked on an attachment containing a virus or noticed a suspicious email. Employees who feel valued as part of the process are more likely to report threats.

Encourage Logging Out

This simple and commonly overlooked act can save an unsuspecting user from having their open email account compromised. Logging out after use or when an individual steps away from their workstation can keep email apps protected. This is a simple yet sound strategy that can support email security in your workplace. Email remains a valued communication tool in the workplace, one that isn’t going away anytime soon. Keeping your business email protected is more than just flipping a security switch. Be sure to follow best practices in your organization and consider using a password manager, multi-factor authentication, and a VPN when accessing outside the workplace. Additionally, utilize regular and ongoing employee training to keep your email vulnerabilities at bay. For more articles on email security, visit the Spectra Networks blog or contact us at 978.219.9752, fill out our contact form or drop by and see us at our office on Pulaski Street.