Phishing Protection & Email Security for Small Business

What does phishing look like for a small business?

Phishing is an email or text that pretends to come from someone you trust so you will click a link, open an attachment, or hand over a password. In small offices, the usual versions are fake login pages, shared-document notices, and urgent requests that appear to come from a manager or client.

These messages are getting harder to spot because they are well written and often imitate real vendors and coworkers. That is not a reason to panic, but it is a reason not to rely on spotting them by eye alone.

What is business email compromise?

Business email compromise (BEC) is when a criminal uses a real or look-alike email account to trick someone into sending money or sensitive information.

A common example is the spoofed invoice: a “vendor” writes to say their bank details have changed, and the next payment goes to the attacker. Law firms handling escrow, real estate offices managing closings, and accounting firms processing payments are frequent targets.

The strongest defense here is a process, not a product. Confirm any change to payment instructions by phone, using a number you already have on file.

Which staff habits make the biggest difference?

A handful of simple habits keeps most phishing attempts from doing damage.

• Pause on anything urgent, especially requests for money, gift cards, or passwords.
• Check the sender’s actual address, not just the display name.
• Hover over links before clicking, and type familiar web addresses yourself to sign in.
• Verify payment or bank changes by phone, using a known number.
• Report suspicious messages instead of quietly deleting them. One report can protect the whole office.

We provide staff training and phishing awareness testing so these habits become routine, without making anyone feel caught out.

What does layered email protection include?

Layered protection means several safeguards working together, so one missed message does not become a breach.

• Filtering that catches spam, malicious attachments, and look-alike senders
• Multi-factor authentication, so a stolen password alone does not open an account
• Encrypted email for messages that contain client or patient information
• Endpoint protection (AV/EDR) on every computer, in case a bad attachment is opened
• Tested backups, so files can be restored if ransomware follows a phishing email

What should you do if someone clicked a phishing link?

Act quickly but calmly: disconnect the computer from the network, then call your IT provider.

• Unplug the network cable or turn off Wi-Fi on that computer, and leave it powered on.
• If a password was entered, change it from a different, trusted device.
• If money or bank details were involved, call your bank right away.
• Call us at 617-965-4615 so we can check the computer, review the account for unusual forwarding or rules, and look for other affected users.

Clicking a link is a common mistake, not a firing offense. The sooner it is reported, the easier it is to contain.