A small business guide to cyber security

As a small business owner, you're juggling a thousand things every day – keeping customers happy, managing employees, staying on top of finances and growing your business.

In the middle of all that, the thought of dealing with cyber security might feel like just another burden. But here's the reality: cyber threats are a growing risk to small businesses like yours.

Hackers know that many small businesses lack the resources and technical expertise of larger companies – and they're taking advantage of it.

Maybe you've heard of another business falling victim to a phishing scam or you're worried about what might happen if someone stole your customer data. You might even be thinking: "I don't know where to start, and I don't have the budget for expensive IT solutions".

That's where this guide comes in. We understand the challenges you face, and we're here to help you.

This isn't about scaring you or overloading you with technical jargon. It's about giving you straightforward, practical steps to make your business more secure – without breaking the bank or taking up all your time.

Understanding the risks

What's at stake for your business?

Running your business, your focus will likely be on building a strong reputation, keeping customers happy and staying profitable. A cyber attack can threaten all of that. Here's how:

• Customer trust: If your customers' personal information is stolen, their trust in your business can vanish overnight.

• Financial loss: From ransom payments to business downtime, cyber attacks can cost you thousands of euros – money most small businesses can't afford to lose.

• Disruption: Imagine being locked out of your systems or losing important files. Even a short period of downtime can mean missed opportunities and stress.

• Legal issues: If you handle customer data, failing to protect it could mean you violate data protection regulations, for which you could be fined or face legal action.

The most common threats small businesses face

To protect your business, you need to understand the dangers. Here are the threats small businesses like yours face most often:

• Phishing scams: These fake emails or texts trick you into sharing sensitive information or downloading harmful files. They're often disguised to look like messages from trusted sources, like your bank or a supplier.

• Ransomware attacks: This malicious software locks your files or systems until you pay a ransom to regain access.

• Weak passwords: Reusing simple passwords across accounts leaves your business vulnerable to attacks. Once hackers crack one password, they can access everything.

• Unsecured devices and wi-fi: Laptops, smartphones and tablets are essential for your work. But if you don't secure them properly, they can become an easy entry point for attackers.

How this guide will help

We know you're busy and cyber security probably feels overwhelming. That's why this guide is focused on solving your biggest pain points:

You'll learn exactly what risks your business faces and how to address them, without technical jargon. The tips provided are easy to implement and designed to fit into your busy schedule.

By the time you finish reading, you'll have a clear plan to protect your business and your customers – giving you one less thing to worry about in your day-to-day.

The basics of cyber security: Quick wins

You might feel like cyber security is too complex or expensive to tackle. The good news is that protecting your business doesn't have to mean overhauling everything.

By focusing on a few straightforward, low-cost steps, you can significantly reduce your risk. Think of these as the "quick wins" that address your biggest vulnerabilities without requiring technical expertise or a big budget.

Strengthen your passwords

• The problem: You're busy, so it's tempting to reuse simple passwords across different accounts – or stick with something easy to remember like "password123".

  Unfortunately, weak or reused passwords are one of the easiest ways for hackers to access your accounts.

• The solution: Use strong, unique passwords for every account. A strong password is at least 12 characters long and includes a mix of letters, numbers and symbols.

  Save time and hassle by using a password manager. This affordable tool creates and stores strong passwords for you, so you don't have to remember them all.

  Never share passwords or write them down where they could be easily found.

Turn on two-factor authentication (2FA)

• The problem: Even the strongest password can be compromised if a hacker gets hold of it.

• The solution: Enable two-factor authentication (2FA) on all accounts that support it. With 2FA, even if someone knows your password, they can't log in without a second step – like a code sent to your phone or email.

  Many platforms, like email providers and online banking, offer this feature for free, and it's one of the easiest ways to add an extra layer of security.

Keep software updated

• The problem: You've got a million things to do, and hitting "remind me later" on software updates might feel like the easy choice. But skipping updates leaves your systems vulnerable to known security flaws that hackers can exploit.

• The solution: Set up automatic updates on all your devices, including laptops, tablets and smartphones. This makes sure you're always running the latest, most secure version of your operating system and apps.

  Don't forget about updating plugins and software for your website, especially if you use platforms like WordPress.

Install antivirus and anti-malware software

• The problem: Your devices are vital to running your business. But without protection, they're at risk of being infected by malware or viruses.

• The solution: Install reliable antivirus software on all devices you use for work. Many affordable options are available that are designed specifically for small businesses. Once installed:

  • schedule regular scans to catch potential threats

  • keep the software updated so it can detect the latest risks

Back up your data

• The problem: Whether it's a ransomware attack or a technical failure, losing your business data could be catastrophic. Imagine losing customer invoices, financial records or even your website.

• The solution: Set up automatic backups to make sure you can quickly recover from any kind of data loss. Options include:

  • Cloud-based backups: Affordable and secure, services like Google Drive or Microsoft OneDrive automatically save copies of your files.

  • External drives: These provide a physical backup option, but should be stored securely and disconnected when not in use.

Protecting devices and data

Your devices – laptops, tablets, smartphones – are the lifeblood of your business. From managing finances to communicating with customers, they keep everything running.

But these same devices are also prime targets for hackers. If they're left unsecured, they can expose your sensitive data or even allow attackers to access your systems. The good news? A few simple precautions can protect your devices and the valuable information they hold.

Secure your wi-fi network

• The problem: Many small business owners rely on basic wi-fi setups without realising that an unsecured network is like leaving your front door wide open to hackers.

• The solution: Use a strong, unique password for your wi-fi network – no "admin123" or "businesswifi"!

  If you have customers or visitors who need internet access, set up a separate guest network to keep your business systems isolated.

  Make sure you update your wi-fi router regularly. If it's older, consider upgrading to one with built-in security features.

Encrypt your devices

• The problem: If a device is lost or stolen, anyone could access the data stored on it. This is especially concerning if it contains sensitive customer or business information.

• The solution: Use built-in encryption tools to protect your data. Most devices already have these features – for example, Windows has BitLocker and Macs use FileVault.

  Encryption makes sure that even if someone gets their hands on your device, they can't access the data without your password.

Lock down mobile devices

• The problem: Smartphones and tablets are essential tools for running your business, but they're also easily lost or stolen.

• The solution: Set up a passcode or biometric lock (like fingerprint or facial recognition) on every device.

  Enable remote wipe capabilities so you can erase all data from a lost or stolen device. Services like Find My iPhone or Google's Find My Device make this easy to do.

  Avoid storing sensitive data directly on mobile devices whenever possible – use secure cloud storage instead.

Protect against theft

• The problem: Laptops and tablets used for work can be easy targets for thieves, especially if you're working in public spaces or commuting.

• The solution: Use physical security tools like cable locks to secure laptops in your office or when working remotely.

  Avoid leaving devices unattended in cars or public places.

  Consider using tracking software to locate stolen devices, like Prey or built-in features such as Apple's Find My or Microsoft's Find My Device.

VIDEO: Five ways to manage your business's cyber security

Richard Nealon explains why there's no 'one size fits all' solution when it comes to your business's cyber security. Learn why taking a risk-based approach is important and how cyber security fits with your business culture:

Employee awareness and training

Your employees (if you have them!) play a crucial role in keeping your business secure. Even with the best cyber security tools, human error remains one of the biggest vulnerabilities for small businesses.

A single click on a phishing email or a poorly chosen password can undo all your security efforts. The key to avoiding this? Building a culture of awareness and empowering your team to be your first line of defence.

Teach your team to recognise threats

• The problem: Many cyber attacks, like phishing scams, succeed because they rely on tricking people. Employees who aren't trained to spot these threats might fall victim without realising it.

• The solution: Teach employees how to identify suspicious emails or texts. These might include poor grammar, urgent demands ("Act now!") or requests for sensitive information like passwords.

  Encourage your team to hover over links to see where they lead before clicking – and avoid clicking at all unless they're sure the source is legitimate. 

  If an email or message asks for sensitive information, verify it by contacting the person directly using a known phone number or email address, not the one provided in the message.

Establish simple security policies

• The problem: Without clear guidelines, employees might unintentionally create security risks – like using personal devices for work or sharing passwords. 

• The solution: Create a cyber security policy that outlines:

  • password requirements (for example, length, complexity and when they should be updated)

  • rules about using personal devices for work (for example, requiring antivirus software and secure passwords)

  • steps for reporting suspicious activity, like a phishing attempt or a lost device

  • guidelines for accessing work systems remotely, such as using a secure VPN

  Keep the policy simple and easy to understand, so it feels like a tool for success rather than a burden.

Regularly update training

• The problem: Cyber threats evolve quickly, and old advice might not be enough to combat new risks. 

• The solution: Schedule short, regular training sessions to keep employees up to date on the latest threats. For example, share tips on spotting new types of scams or securely managing customer data.

  Use real-world examples to make the risks relatable, such as news stories about local businesses falling victim to cyber attacks.

  Consider using free or low-cost resources for training, like online videos or government-provided guides (such as those from Irish agencies).

Encourage a "pause and ask" culture

• The problem: Employees might be too embarrassed to ask questions about suspicious emails or unusual requests, which can lead to costly mistakes.

• The solution: Foster a no-blame culture where employees feel comfortable reporting potential threats or mistakes.

  Make it clear that it's always better to ask if something seems off, even if they're unsure.

  Assign a point person for cyber security questions – this could be you, a trusted manager or an IT consultant from outside the business.

Lead by example

• The problem: Employees are unlikely to prioritise cyber security if they see leadership ignoring best practices.

• The solution: Use strong passwords, enable two-factor authentication and follow all company policies yourself.

  Share stories about how you've avoided threats or implemented new practices, so employees see cyber security as a priority for everyone. 

  Regularly remind the team of the importance of cyber security and the role they play in protecting the business.

Responding to a cyber incident

Despite your best efforts, no business is completely immune to cyber attacks. Whether it's a phishing email that slips through or a ransomware attack that locks your files, how you respond to a cyber incident can make the difference between a manageable setback and a disaster.

Having a plan in place ensures you can act quickly and confidently if the worst happens.

Act fast to contain the threat

• The problem: When an attack occurs, every second counts. Delayed action can allow the threat to spread and cause more damage.

• The solution: Disconnect any compromised computers, tablets or smartphones from the internet immediately to prevent the attack from spreading to other systems.

  If you suspect customer data is at risk, temporarily halt activities like processing payments or accessing sensitive information until you can assess the situation.

Notify the right people

• The problem: Small businesses often aren't sure who to contact when a breach happens. As such, critical steps like notifying customers or complying with the law can be delayed.

• The solution: Inform your team about the incident so they can avoid using compromised systems and help prevent further issues.

  For data breaches involving personal information, GDPR says you must notify the Data Protection Commission (DPC) within 72 hours. If customers are affected, inform them promptly with clear instructions on how they can protect themselves (for example, by changing passwords or monitoring accounts).

  If you have an IT consultant or service provider, contact them immediately to help investigate and resolve the issue.

Recover your data

• The problem: Cyber attacks like ransomware can lock you out of important files, and losing this data could disrupt your entire business.

• The solution: Use your backups to restore lost or encrypted files. If you've followed the backup strategies outlined above, this step should allow you to recover quickly without paying a ransom.

  Before you restore any backups, scan them for malware first. This will help make sure you're not reintroducing the problem.

Learn from the incident

• The problem: Many businesses fail to analyse the cause of a cyber attack, leaving them vulnerable to repeat incidents.

• The solution: Conduct a review after the incident to understand how it occurred. For example, was it a phishing email, an outdated software vulnerability or a weak password?

  Update your cyber security practices based on what you learn. This might mean giving staff more training, investing in new tools or adjusting your policies.

Create or update your cyber incident plan

• The problem: Without a clear plan, handling a cyber attack can feel chaotic and overwhelming. In such circumstances, you're more likely to suffer stress and make mistakes.

• The solution: Develop a cyber incident response plan that includes:

  • who to contact in case of an attack (IT support, legal advisers, insurance providers)

  • steps to take immediately, such as isolating systems and notifying the relevant people

  • how to communicate with customers or partners if their data is affected

  Regularly review and update this plan to make sure it stays relevant.

Key takeaways

Cyber security doesn't have to be complicated. Begin with the quick wins – update passwords, enable two-factor authentication and set up backups.

Make it a team effort. Involve your employees and create a culture of awareness where everyone plays a role in protecting the business.

And be prepared. Having a plan for potential incidents means you can act quickly and recover with confidence.

Cyber security is an ongoing process, not a one-time fix. By consistently improving your defences, staying informed about new threats and involving your team, you'll build a strong foundation to protect your business.

These steps not only reduce your risk but also show your customers and partners that you're serious about keeping their data safe – a competitive advantage in today's digital world.

Revolutionise your small business with Tech Hub

Get tailored recommendations, join virtual workshops, connect with expert advisers and find practical resources – all for free. Go to Tech Hub now