Email is a vital tool of communication in the business world. Without it, sharing ideas and information would be much trickier and less efficient. However, as with many aspects of technology, email can provide headaches if not properly used. Instead of providing great benefits, it can be the source of issues that drain important resources and prohibit productivity.
Managing email security is a must if you don’t want your company to be the victim of online attacks. Here are seven ways, ranging from super simple to more in-depth, you can improve email security throughout your organisation.
1. Use a managed IT service
There are many great benefits to using managed IT services, one of which is security. This comes in a variety of forms, including keeping pertinent hardware and software up to date. Doing so means that your company will be able to take advantage of any updates that have been released, some of which help improve security.
2. Teach your team
Despite using it every day in both their personal and professional lives, some people might be unaware of the dangers lurking within their email. Hire a training room and teach your team about what to do and what not to do when it comes to email security. Discuss the tips found in this article and tackle any questions or concerns your team might have about email in general and your organisation’s chosen provider.
3. Encourage communication
Sometimes the best place to get information is from the people sitting right beside you. If someone in your team feels like they have been targeted by an online scammer via email, make sure they alert others of the attempt. Also, if somebody receives an email that seems fishy, encourage team members to ask colleagues if they know anything about the email. Has anybody heard of the person who claims to be sending the email? Has your company done business with this contact or outlet in the past? This way you can take extra caution with emails coming from unknown sources.
4. Password protection
This is part of avoiding information security threats of all sorts. Secure email passwords are a simple but no less important tactic in the fight to keep your infrastructure safe from attack. The best email passwords have a few common traits. The first is that they aren’t shared. Team members should keep their passwords to themselves and try to avoid writing them down if possible. This lowers the chances of the email passwords falling into the wrong hands. Good passwords contain a mix of lowercase and uppercase letters as well as at least one number and one special character. Finally, changing passwords regularly is also a good idea.
5. Keep them separated
If you have the capability, it might be a good idea to set up a separate Simple Mail Transfer Protocol (SMTP) for each computer. This means that if one computer does end up getting hacked or otherwise affected by malware due to poor email security, you can isolate the issue in an effort to keep it from infecting your whole set-up.
6. Don’t send sensitive stuff
If you need to communicate important information to others, try to do so without sending it over email. Go see that person on the third floor instead of sending them a message, or try to set up a meeting with somebody outside the organisation if you can. Obviously this isn’t always feasible, but when possible try to share sensitive information face to face. If you do have to send important information, consider breaking it up somehow. This can be done by sending multiple messages to and from different email accounts.
7. Consider encryption
Encryption tools help keep messages between you and the recipient private. These services render your messages unreadable to those who don’t have the approved email encryption key. There are a variety of different encryption services you can use depending on the size of your company and your needs.
You most likely cannot live without email when it comes to productively and efficiently running your business. The service has revolutionised the way people communicate, connecting stakeholders on all sides of business around the world. But that doesn’t mean it can’t have its drawbacks. Secure email habits can be the difference between your company continuing to grow and operate smoothly and its information being compromised and you losing valuable time and money dealing with issues. Keep these tips in mind and try to implement them in the day-to-day activities of yourself and your team members.