Organizations may assume they’re “too small” to be a target for cyber threats. However, small businesses are actually 3 times more likely to experience a cyberattack than larger businesses.1
Even smaller companies have valuable data, and they can be especially appealing targets if they lack the cybersecurity resources that larger businesses typically have. Fortunately, there are many simple strategies you can use to defend your small business from these increasingly common cyber threats.
Below, we list the top IT security best practices for small businesses and share practical tips for protecting your data, your team, and your bottom line.
Essential IT Security Protocols for Small Businesses
Securing your IT infrastructure begins with establishing some essential protocols that all employees should be aware of. Here are some of the most fundamental IT security policies and procedures small businesses should implement:
Implement a Password Policy
Define a clear password policy for your organization. Use complex passwords, implement routine password updates, and use a password manager to keep track of login information.
Use Multi-Factor Authentication (MFA)
Multi-factor authentication (MFA) adds a second step to the login process, like a mobile code or a face scan, to reduce unwanted access.
Keep Software Up to Date
Routine updates and patching help keep your software secure. Cybercriminals often exploit outdated software, so keeping everything up to date is essential.
Back-Up Your Data
Regularly back up your files using both cloud-based and offsite methods. This reduces the risk of data loss from ransomware, system failure, or accidental deletion—and makes it easier to bounce back if loss occurs.
Implementing just these simple protocols in your organization can significantly improve your security posture and protect your business from cybercrime.
Educate Employees in Cybersecurity
Even with the right protocols and tools in place, human error is still a leading cause of security risks for small businesses. In fact, one study suggests that human error is at the root of 95% of all data breaches.2 This is why educating employees about cybersecurity is so important.
Below are some strategies for keeping your team informed about IT security:
Make Security a Company-Wide Priority
IT security should always be a team effort, especially for small businesses. Everyone should understand their unique role in keeping systems secure. Whether that’s reporting suspicious activity, being mindful of how they handle data, or staying alert to social engineering tactics.
This shared responsibility helps close security gaps that can emerge when teams assume someone else is handling it.
Invest in Ongoing Cybersecurity Training
Phishing scams and other social engineering efforts target people before they target systems—and these tactics are constantly evolving. Regular cybersecurity training keeps your team aware of what’s out there and how to respond to emerging threats.
Conduct Regular Security Drills and Exercises
Like fire drills, quarterly IT security drills simulate real-world cybersecurity scenarios to keep your team alert and responsive. This is also a great opportunity for a refresher on cybersecurity basics.
By keeping your entire organization informed about cyber threats and response protocols, you can reduce the likelihood of human error and data breaches.
Secure Your Network
A network is an interconnected system of computers and devices, and it’s the gateway to your organization’s digital environment. Forgetting about network security is like leaving the door wide open for cyber threats.
Below are some key network security strategies for small businesses:
Install Firewalls
Like a security guard for your network, firewalls monitor and control incoming and outgoing traffic. They block unauthorized access and potentially harmful activity.
Set Up a Virtual Private Network (VPN)
A virtual private network (VPN) encrypts your internet connection to protect sensitive data as your employees interact with apps, websites, and other online environments. If a firewall is a security guard, a VPN is like sealing your message in a locked envelope before sending it.
Implement Network Segmentation
Dividing your network into segments (such as having one Wi-Fi network for staff and another for guests) helps limit access to sensitive systems. If there’s a breach in one area, it’s less likely to compromise the whole network.
Taking steps to secure your network helps protect your entire organization from the risks of cybercrime.
Manage User Access and Permissions
To keep your data safe, you’ll need to strictly manage who has access to what and when. Not everyone needs access to everything. Managing permissions is one of the simplest and most powerful ways to reduce risk.
Below are some simple strategies for managing user access and permissions:
Implement Role-Based Access Control (RBAC)
Role-based access control (RBAC) is a permissions management method. The goal is to limit access to systems and data based on the principle of least privilege. Essentially, employees only have access to what they need for their role.
Review User Access and Permissions Regularly
Periodically review and adjust user permissions to make sure everything aligns with current roles and responsibilities. When employees switch roles or leave the company, be sure to adjust or revoke access as needed.
By carefully managing access and reviewing permissions regularly, you can ensure all employees have the resources they need without creating extra security risks.
Keep Your Data Secure and Compliant
Sometimes, protecting data is a matter of legal compliance. This is especially true for industries like healthcare, education, finance, and other fields that handle lots of sensitive information.
Here are some strategies for keeping your data secure and legally compliant:
Know What Data You’re Storing
It’s important to know exactly what kind of data you collect and where it’s stored. Create an inventory of all sensitive information and define a clear organizational system to manage it properly.
Encrypt Sensitive Data
Whether you store information on a hard drive or in the cloud, encryption protects data both at rest and during transit. It works by converting readable data into a coded format that can only be deciphered with a specific decryption key. This makes it much more difficult for unauthorized users to access or misuse information.
Use Secure File-Sharing Practices
Avoid sharing sensitive documents over email. Instead, consider using encrypted cloud storage with permission controls. These platforms allow you to limit access only to those who need it, track activity, and revoke permissions when necessary.
Follow Industry Regulations
Depending on your industry, you may need to comply with standards like HIPPA, PCI-DSS, or CCPA. These regulations are designed to protect sensitive information like patient records, credit card data, or consumer privacy.
Staying compliant protects you and your customers from bad actors as well as costly legal consequences.
Establish an Incident Response Plan (IRP)
Even with the best defenses in place, no business can be completely immune to cyber incidents. Having a clear, well-tested incident response plan (IRP) provides a roadmap in the event of a cyberattack or data breach.
Below are some tips for establishing an IRP for your business:
Create a Documented Plan
Outline how to prepare for, respond to, and recover from cyber incidents, with input from all departments. Include detailed steps for internal communication and system restoration.
Define Roles and Responsibilities
Everyone should know their role in an emergency. Who notifies clients? Who contacts your IT provider? Who documents the breach? Defining these roles before something happens helps save time, so you can recover faster after a real event occurs.
Test and Review Your IRP Regularly
Regularly test your IRP with real-world drills and simulations, and use lessons learned to refine and improve the plan. This is important to do proactively because there will be no time to refine it while you’re dealing with an active incident.
By thoroughly preparing for breaches ahead of time, you can respond to every incident with confidence and improve the efficiency of the recovery process.
Get Trusted Managed IT Services in Sonoma County
There are over 600 million cyberattacks each day, and threats are constantly evolving.3 By developing a comprehensive IT security plan, you can protect your business, your customers, and your bottom line from the dangers of cybercrime.
Ready to make IT security a priority? Contact us online or call (707)-755-5858 to schedule a FREE consultation with Sonoma County’s True IT experts.
References
- Segal, E. (2022, March 30). Small businesses are more frequent targets of cyberattacks than larger companies: new report. Forbes. https://www.forbes.com/sites/edwardsegal/2022/03/30/cyber-criminals/
- Mimecast. (n.d.). Human risk has surpassed technology gaps as the biggest cybersecurity challenge for organizations around the globe as demonstrated in the findings of our SOHR 2025 Report. Mimecast. https://www.mimecast.com/resources/ebooks/state-of-human-risk-2025/
- Martin, J. (2025, June 6). How many cyber attacks occur each day? (2025). Exploding Topics. https://explodingtopics.com/blog/cybersecurity-stats
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