Essential Cybersecurity Tips to Protect Your Business Data • Productively Organized

Protecting your business (and personal) information is critical in today’s hyper-connected world. Cyber threats are becoming more sophisticated, so it is essential to implement robust security measures to protect your digital data. This article outlines some practical cybersecurity tips to protect your business and best practices for your computer and digital information. These ideas can help you on your journey to minimize the risk of losing or compromising your data.

Physical Protection

While not exactly cybersecurity tips, protecting your computer from physical damage will save you money and prevent downtime.

Ideally, use separate computers for your home and company. If you can’t afford two computers, create different accounts on the same computer to separate your personal and business information.
Invest in protective cases for your computer and smartphone. Also, always use a padded bag to transport your laptop. Concrete sidewalks and ceramic tile floors are unforgiving.
You shouldn’t eat and drink at your computer. I know; we all do it anyway because we’re super busy, and hydration is healthy. However, consider using only a non-spill travel mug at your desk. Also, place a waterproof cover on your keyboard (especially your laptop) while eating and drinking. HOT TIP: A dollar store placemat is the perfect size.

Access Protection

Use a strong (but memorable) password to log into your computer. Change your login password occasionally, specifically after you work on an unprotected network.
Enable two-factor authentication (2FA), passkeys, and biometrics (fingerprint, face ID) where possible.
Set your screensaver so that you must enter your password to deactivate it.
Turn on the Find My Devices settings so you can locate your devices if you misplace them or they are stolen.
Adjust settings on phone and computer so that five failed password attempts cause the device to reset to factory settings. It deletes the contents of your computer and disconnects it from all cloud services. HOT TIP: Remember to close your laptop and turn off or cover your external keyboard to prevent your cats from inadvertently typing random “passwords.”

WIFI and Internet Connections

Protect your home WIFI network with a strong password. Have the system send you alerts if unrecognized devices connect to the network. Change the password regularly if guests (particularly your children and their friends) connect to your network.
Install VPN (virtual private network) software and always use it to connect to an unprotected network such as a hotel, café, library, etc. A VPN creates an encrypted virtual “tunnel” from you to wherever you connect. It protects your data and hides your IP address.

System Updates

Set your devices to install security updates automatically. Additionally, turn on notifications for critical operating system updates and install them immediately.
Install a firewall and an anti-virus program. Generally, these programs run in the background. Set the anti-virus program to scan specific folders (e.g. downloads) frequently. Then, run a deep scan of the entire system at least weekly and immediately after you work on an unprotected network.
Enable spam, phishing, virus checking and filtering in your email programs.
Turn off Sharing and Remote Management. Only turn on these services if necessary and turn them off immediately when done.
Check for app and operating system (OS) updates on computers and smartphones at least weekly – even if you have notifications turned on.

Backups and Syncing

Create an emergency boot disk on a jump stick. If your hard drive has errors and won’t start, you can plug in the emergency boot disk and override your hard drive. Recreate the boot disk every time your operating system has a major update.
Back up your system daily (Windows Backup, Apple Time Machine) to an external hard drive.
Ransomware can encrypt all drives attached to your computer – including your cloud and backup drives. Ideally, backup your system regularly (monthly) to an external hard drive you store off-site (e.g., neighbour’s home, safety deposit box). Ensure you include all cloud files on your off-site backup drive.

Passwords and Software

Use a password manager. Some systems have built-in managers (like new Apple Passwords), but a stand-alone app (1Password) is platform agnostic and syncs across all devices. You can also securely share confidential information with team members and clients.
Log in to websites, especially email, with two-factor authentication, passkeys, or biometrics, wherever possible.
Never share passwords, login credentials, financial information, or other sensitive information over email or text messages. Instead, use secure sharing in an encrypted password manager or sites like Quick Forget or One Time Secret. These sites automatically delete sensitive data once viewed, like in the old Mission: Impossible TV show.

Email and Other Communications Channels

Always use a domain email address so your clients know it’s coming from you. Anyone can pretend they are you (or from your company) by using a free email service. For example, let’s say your name is Wilma, and your business is Polished Gemstones. The email address wilma@polished-gemstones.com is definitely from you because you control the domain name (polished-gemstones.com). Anyone could create an email address polished-gemstones@freemail.com and pretend to be you.
Instruct your team members to always do company business with a company email address, not their personal email addresses.
Inform your clients that you will only communicate with them using your business email address. Additionally, tell them how to contact you if they receive a suspicious email from you. For example, they could phone or text you instead of emailing.
Ask your clients what to do if you receive a suspicious email from them.
Be cautious of communications sent through social media direct messaging systems unless it is already an established communication channel with the recipient.

Policies and Continuous Training

Create policies and procedures to capture your computer and communications protocols. Include who is responsible for which aspects. Additionally, develop onboarding education for new team members and an annual “corporate-wide” refresher training for everyone.

More Resources

The Government of Canada has a plethora of cybersecurity tips at Get Cyber Safe, which can help you and your business stay safe and secure in today’s online spaces. Check out these resources:

Conclusion

Implementing these cybersecurity tips ~~may seem~~ is daunting – especially when dealing with multiple systems like computers, smartphones, points of sale equipment, etc. Consider hiring a technology expert to set up your systems correctly. They can also provide ongoing support to adapt to ever-evolving threats. Although it may seem expensive, it is an investment that can save your business from the potentially devastating costs associated with data loss and data breaches.