4 Ways to Make Business Email More Secure

Providing employees with secure email services is key to the success of any business, regardless of size. A secure email system can ultimately save your business both time and money. Here are five ways to improve your business' email security.

1: Train employees on appropriate email security measures

Many companies spend under 1% of their security budget on training their employees on security threat awareness, according to InfoSight. Conversely, the vast majority of companies experienced some degree of financial loss as a result of a digital security breach or ransomware.

It's important to make sure every member of your company understands proper email security measures, and with consistent awareness training, you can ensure that all employees are on the same page to minimize your company's overall risk of a threat.

Important email security tips for employees include:

  • Check the sender on suspicious mail — the email address should look correct and match when you hover over it
  • Be wary of emails filled with grammatical errors
  • Do not open links or attachments from unknown senders
  • Never respond to an email regarding a password change or share your password with anyone, even if it appears to be an official company source
  • Avoid using your company email address for personal reasons

One way to see if your employees have retained the training information is to conduct regular phishing tests to gauge their responses.

2: Use password protection

Starting out with a very strong password isn't enough for long-term email security. While you may give out default passwords to employees during the onboarding process, make sure to give them proper guidance to update their password to something that's unique to their company device and email address while simultaneously difficult for hackers to guess.

Generally, this means avoiding personally identifiable information like names or birthdays. Instead, it's recommended to use a password with at least 12 characters, including a mix of uppercase and lowercase letters, numbers, and symbols. Using an automated password generator and password manager can be helpful.

Implementing automatic password updates every three months and using two-factor authentication are additional steps you can take to improve security.

3: Implement encrypted email

Email encryption is the best way to send and receive sensitive data as it converts plain readable text to encoded messages that only the intended recipient can read.

Using a third-party email encryption service is a simple solution to a complex problem, and the right provider may bundle their service with additional cybersecurity benefits such as automatic defenses against phishing, malware and spam.

4: Consider using a VPN

In today's remote work world, using a virtual private network (VPN) can help keep your employees on a more secured network than their home WiFi—especially if they're stealing their internet services from a neighbor.

While VPNs aren't specifically for email use, they can help keep your emails protected from your internet service provider (ISP). But email encryption still is an important step in keeping emails private.

Source: iQuanti, Inc.