An easy to follow guide to keeping your small business safe against Cyber Attacks

Cybersecurity can feel overwhelming for small business owners. You’re focused on growing your company not defending against hackers. But ignoring security can cost you time, money, and trust. The good news? You don't need a dedicated cyber team or cyber degree to get the basics right.

Follow this simple list of recommendations I have put together to help you to stay safe online and protect your business.

Reduce the burden

Securing a public web service on your own servers is tough. Anyone with an internet connection can target your application, and writing secure code is even harder. If software development isn’t your core business, it might be worth looking into a trusted and affordable SaaS option that comes with security built in. It can feel cheaper to build things yourself, especially at the start. But over time, the cost of maintaining and securing your own solution can add up. In many cases, you’re better off using a SaaS platform and giving up a few non-essential features.

These services have dedicated teams focused on security, monitoring, and regular updates. That means you’re offloading a big part of the risk. Just make sure you turn on all their security features so you actually benefit from what they offer.

Keep Your Operating System Up to Date

A lot of people underestimate how important it is to keep their operating system updated. The truth is, most cyber attacks don’t rely on some new, advanced hacking technique. They rely on the fact that people haven’t installed security updates that have already been released. The problem is simple. Once a vulnerability in software is made public, it becomes open season for attackers. They don’t need to be experts. They just need access to the right tools and a target that hasn’t patched yet. You’d be surprised how many successful breaches start with something as basic as an old version of Windows or macOS.

The fix is straightforward. Make sure your operating system is set to update regularly and actually let it finish the job. Don’t keep putting off restarts or switching updates off because they’re annoying. Most of the time, those updates are plugging holes that hackers are actively looking to exploit. Alongside keeping your system updated, it’s also worth monitoring vendor alerts for any software you use. Most major vendors publish security advisories, and you can usually subscribe to get email updates. It takes five minutes to set up and could save you a major headache down the line.

Also, check whether the tools and platforms you’re using offer security notifications. A lot of them do, and enabling those alerts means you’ll get a heads-up if there’s a known issue or important fix available. Get into the habit of keeping things up to date, stay informed about the tools you rely on, and you’ll avoid a whole world of trouble.

Remove Unused Applications

One thing that often gets overlooked is all the software we install and forget about. Old, unused applications can quietly sit in the background, creating unnecessary risk. The problem is that every piece of software on your system is a potential entry point for an attacker. If it’s out of date or unsupported, it might have security flaws that can be exploited. Even if you’re not using it, it still exists on your system, and that means it can still be targeted. In simple terms, the more software you have installed, the bigger your digital footprint is. By removing what you don’t need, you give attackers less to aim at. On top of that, clearing out unused applications can free up storage space and improve your system’s performance. So it’s a win on both the security and the speed front.

Use Strong Passwords

Weak passwords are one of the most common ways attackers gain access. It might sound basic, but password hygiene is still one of the biggest security gaps for most people and businesses.

First, never reuse passwords across different accounts. If one gets compromised, attackers will try the same password everywhere else. That’s how a single breach can quickly become a much bigger problem. Make sure your passwords are strong. They should be long, unpredictable, and not based on anything personal. An easy way to create a strong password is to combine three random words that are more than 15 characters long like "Thehighlandelephand", only add a number or a symbol if the website requires it.

If you want to check how strong your current passwords are, you can use tools like the Password Checker from Security.org. Just avoid entering your real passwords on sites you don’t fully trust.

The best way to manage this is with a password manager. Tools like 1Password or Bitwarden generate strong passwords for you and store them securely, so you don’t have to remember them all. Most work across devices and can even alert you if any of your passwords have been exposed in a breach.

Enable Multi Factor Authentication(MFA)

Multi-factor authentication, or MFA, is a security feature that requires you to provide two or more forms of identification before you can log into an account. Usually, this means entering your password plus a code sent to your phone or generated by an app.

This extra step makes it much harder for attackers to break in, even if they’ve managed to steal your password. It’s one of the simplest and most effective ways to protect your accounts.

For all websites that support MFA, make sure you turn it on. Most popular platforms offer it, and setting it up usually only takes a few minutes.

Implement Endpoint Protection Software

Endpoint protection software is designed to keep your devices safe from malware and other cyber threats. At its simplest, antivirus software scans your system to detect and remove viruses, trojans, ransomware, and other malicious software before they can cause harm.

A step up from traditional antivirus is Endpoint Detection and Response, or EDR. EDR doesn’t just look for known malware; it actively monitors your devices for suspicious behaviour and can respond quickly to stop threats before they spread or cause serious damage.

For antivirus, some well-regarded products include Bitdefender and Kaspersky. If you want EDR solutions, companies like CrowdStrike and Microsoft Defender for Endpoint are popular and trusted choices.

There is a cost associated with these products, but it is well worth the money. Investing in reliable endpoint protection can save you from far bigger losses down the line by preventing breaches and minimising damage.

Use Administrator Accounts Only When Necessary

Administrator accounts have full control over your computer. They can install or remove software, change system settings, and access all files. Regular user accounts, on the other hand, have limited permissions. They can use most programs and do everyday tasks but cannot make major system changes. Most of the time, when you’re using your computer, you don’t need those full admin privileges. The problem with using an administrator account for daily work is that if malware or hackers get in, they can cause much more damage because they have full access.

To keep things safer, it’s best to use a standard user account for everyday activities. This limits what any malicious software or attacker can do if they manage to get access. This concept is called “least privilege,” meaning users only have the minimum access they need to do their job.

Beware of Social Engineering Attacks Like Phishing

Phishing remains one of the most common ways attackers try to trick you into giving away sensitive information or downloading malware. The rule of thumb is to always think twice before clicking links or downloading attachments from emails, especially if they come from someone you don’t know or weren’t expecting.

There are other related threats to watch out for. Smishing is basically phishing over text messages, while quishing targets you through QR codes that might lead to malicious websites. Both are becoming more common as attackers look for new ways to catch people off guard.

Another serious risk is Business Email Compromise, where attackers impersonate trusted colleagues or partners or even compromise their accounts to manipulate your employees into making payments to alternative accounts or sharing confidential info.

To keep your team sharp, consider running phishing simulations or quick refresher training regularly. This helps people recognise the signs and reduces the chance of someone falling for a scam. You can also reduce the chances of your email falling into the hands of cyber criminals by only sing your company email address on business sites

Use a Separate “Dirty Machine” for Internet Browsing

Your main business computer should stay as clean and secure as possible. It likely holds important files, has access to company systems, and is used for daily work. The more you use it for general web browsing or testing unknown software, the more you increase the risk of it picking up something nasty like malware, adware, or worse. That’s why it’s a good idea to have a separate “dirty machine” for internet browsing or testing. This could be an old laptop or a spare PC that’s not connected to anything important. You use it for higher-risk activities like visiting unknown websites, downloading files, or running untrusted software.

If something goes wrong, it’s isolated. Your main work machine stays clean, your files stay safe, and your business keeps running without disruption. It’s a simple trick that adds a strong layer of protection without needing expensive tools.

Start taking Backups

Backups are your last line of defence when something goes wrong. Whether it’s a cyber attack, hardware failure, or accidental deletion, having a backup can be the difference between a minor inconvenience and a major disaster.

In general, follow the 3-2-1 rule: keep at least three copies of your data, on two different types of storage, with one copy stored offline. At the very least, aim for one backup in the cloud and one on a local external drive that is disconnected when not in use.

A few extra tips worth mentioning:

• Back up your data regularly and automate it if you can.

• Never reuse passwords for your backup services. If someone gets access, they’ve got everything.

• Set up account recovery options, like a backup phone number or email, so you don’t get locked out when you need access most.

• Every now and then, try restoring a few files. This helps confirm your backup is actually working and that you’re backing up what you really need. It also gives you a realistic idea of how long recovery takes.

If you find the cost of cloud storage is adding up, consider backing up only your key documents rather than your entire system. Most people don’t need to back up every file or program, just the things they can’t afford to lose.

Be sure to use a reputable backup service. Tools like Dropbox, Google Drive, Microsoft OneDrive, or Apple iCloud are widely used and offer built-in backup features that are easy to set up and manage. They’re not perfect, but they’re far better than having no backup at all.

Incident Response Readiness

When something goes wrong, acting quickly can make all the difference. Whether it’s a malware infection or suspicious behaviour, knowing what to do next helps you contain the damage and recover properly.

Here’s what to do if you suspect a device has been compromised:

• Disconnect the affected device from the internet straight away. This helps stop malware from spreading or sending data out.

• Review recent activity, especially newly installed programs or anything unfamiliar. It’s also worth checking sent emails in case your account has been used to contact others.

• Use a trusted cleaning tool like Microsoft’s Malicious Software Removal Tool to scan and remove threats.

• If in doubt, wipe the machine completely and reinstall the operating system from scratch. It’s often quicker and safer than trying to clean up a deeply infected system.

Next steps:

• Change your passwords from a clean device, not the one that was compromised.

• Inform your team and any stakeholders if there’s a chance data was exposed or systems were impacted.

• Let customers know if personal or sensitive information (like names, emails, or payment details) may have been involved.

• Check your backups to see what you can restore safely, and only recover data once you’re confident the system is clean.

• Seek professional help if the situation involves financial data, personal information, or systems critical to your business. Reporting to relevant authorities may also be required in some cases.

Consider Bringing Extra Help

Having a basic incident response plan — even just a checklist like this — means you’re not starting from scratch when something goes wrong. It helps you act faster, avoid panic, and do the right things in the right order.

If your budget allows, hiring a part-time cybersecurity graduate or an experienced consultant can be a smart move. They can perform occasional audits, help spot weaknesses, and guide you on improving your security without the cost of a full-time hire.

Cybersecurity threats evolve fast, so staying up to date is key to keeping your defences strong. Subscribing to user-friendly cybersecurity news sites is an easy way to stay in the loop. Some good options to check out are The Hacker News, Threatpost, and CyberScoop. These websites offer clear, accessible news and advice that’s great for both beginners and experienced users.

Final Thoughts

Most cyber attacks happen because basic steps get missed. These measures might not be flashy, and they’re certainly not everything you need to do. The key is not to try and tackle everything at once. Instead, start with what you can manage, and build from there.

Review your security regularly and make it part of your company’s routine. Protecting your data, your customers, and your reputation is well worth the effort.

Subscribe to stay updated, and don’t forget to check out my other blogs on cybersecurity.