A convincing phishing email does not need to look obviously suspicious to cause real disruption. It may appear to come from Microsoft 365, a supplier, a director or a delivery company, and it often arrives when someone is busy and trying to get work done. Knowing how to reduce phishing risk means putting sensible layers around your people, email systems and business processes – not expecting staff to spot every threat unaided.

For small and mid-sized businesses, a successful phishing attack can mean more than an inconvenient password reset. Criminals may gain access to email accounts, redirect supplier payments, steal customer information or use a compromised account to target colleagues and clients. The right response is practical, proportionate and kept up to date as the business changes.

How to reduce phishing risk with layers of protection

There is no single setting, software package or training session that removes phishing completely. The most effective approach combines secure email configuration, account protection, clear working practices and a team that knows when to pause and ask for help.

The balance will depend on your business. A company processing high-value payments or handling sensitive client records needs tighter controls and more formal approval routes than a small team with limited access to financial systems. However, every organisation should cover the same basics.

Protect the email service first

Email remains the main route into many businesses, so start with the systems that receive, send and store messages. A properly configured business email service should filter spam, malicious attachments and known phishing websites before messages reach an inbox. It should also scan links where possible and quarantine suspicious content for review.

Technical controls need maintaining. If staff use Microsoft 365 or another cloud email platform, review security settings, administrator accounts, forwarding rules and connected applications regularly. Attackers who get into one mailbox may create hidden forwarding rules to copy messages externally, allowing them to monitor conversations long after a password has been changed.

Your business domain also needs the correct email authentication records. SPF, DKIM and DMARC help receiving systems check whether a message claiming to come from your domain is genuine. They cannot prevent every impersonation attempt, but they reduce the chance of criminals using your name to mislead customers, suppliers and colleagues.

Make multi-factor authentication non-negotiable

A stolen password should not be enough for an attacker to enter an email account, remote access system or cloud application. Multi-factor authentication, often called MFA, adds a second check such as an authenticator app, security key or approval prompt.

Authenticator apps and security keys are generally safer than relying only on text messages. They also help reduce the risk from password reuse, which remains common when employees manage many different accounts. For privileged accounts, including global administrators, MFA should be mandatory and separate administrator accounts should be used for administration rather than day-to-day email.

MFA is not a reason to relax. Criminals increasingly use fake sign-in pages that ask for both a password and a temporary code, or send repeated approval prompts in the hope that a tired user accepts one. Staff should know never to approve a login request they did not initiate.

Give staff useful, realistic training

Annual tick-box training is rarely enough. People need short, regular reminders that reflect the messages they actually receive: fake shared-document requests, missed-delivery notifications, invoice changes, password-expiry notices and impersonated senior managers.

Good phishing awareness training explains what to do, not just what to look for. A message may use perfect spelling, correct branding and a familiar sender name. Better warning signs include an unexpected request, unusual urgency, a changed bank account, a login page reached from an email link, or a request to bypass normal approval procedures.

Create an easy reporting route. Employees should be able to report a suspicious email to IT or a named contact without worrying that they will be blamed for asking. Early reporting lets the business block similar messages and check whether anyone has already clicked.

Short simulated phishing exercises can be helpful if handled constructively. Their purpose should be to identify gaps in awareness and improve support, not embarrass individuals. Follow each exercise with a simple explanation of the clues and the correct action.

Put safer processes around money and sensitive data

Many phishing attacks are designed to start a conversation rather than install malware. A criminal may impersonate a supplier and ask for bank details to be changed, or pose as a director requesting an urgent payment. These attacks can be highly convincing because they use information gathered from public websites, social media or compromised mailboxes.

The answer is a clear verification process that does not rely on the email itself. If payment details change, call the supplier using a telephone number already held in your records, not a number included in the message. For significant payments, use dual approval and agree who has authority to request or release funds.

The same principle applies to requests for payroll data, customer information, passwords or login codes. No senior person should expect staff to share credentials, override a security process or send sensitive information just because a message appears urgent. A brief phone call can prevent a costly mistake.

Reduce the damage if someone clicks

Even well-trained people can make a mistake under pressure. Your security plan should assume that a harmful link will eventually be opened or a password entered on a fake site. The difference between a contained incident and a major disruption is how quickly it is identified and dealt with.

Keep operating systems, browsers, security software and business applications patched. Use endpoint protection on laptops and desktops, including devices used away from the office. Limit user access so employees can only reach the files, systems and applications they need for their role. This reduces what an attacker can access with one compromised account.

Backups matter too, particularly where phishing leads to ransomware. Keep backups separate from the main network where possible, protect them with strong access controls and test that files can actually be restored. A backup that has never been checked is not an incident recovery plan.

Your team should know the first steps after a suspected phishing incident: stop interacting with the message, report it immediately, disconnect a device from the network if instructed, and change the affected password through the normal sign-in page rather than an email link. IT should then check sign-in activity, active sessions, mailbox rules, affected devices and any suspicious messages sent from the account.

Keep an eye on the gaps created by change

Phishing risk often increases when a business changes how it works. New starters may not know financial procedures. Departing employees may retain access longer than they should. A new cloud application, remote-working arrangement or supplier can introduce accounts and data flows that nobody has reviewed.

Build security checks into normal business changes. When someone joins, give them only the access they need and include phishing awareness in their induction. When they leave, remove accounts, device access and shared mailbox permissions promptly. Review who has administrator rights at least quarterly, and remove access that is no longer justified.

It is also worth reviewing your public information. Staff names, job roles and supplier relationships are useful to customers, but excessive detail can help criminals create believable impersonation emails. You do not need to hide your business online, but you should understand what information can be used against your team.

Make reporting part of everyday work

The strongest security culture is not built on fear. It is built when staff feel able to slow down, question an unusual request and report it quickly. Managers set the standard here: if leaders bypass procedures for convenience, attackers will exploit the same gaps.

A dependable IT partner can help maintain email protection, MFA, endpoint security, backups and incident response without adding unnecessary complexity. Networking2000 supports businesses across London and Essex with practical, jargon-free advice and responsive support when something does not look right.

Phishing will continue to change, but the best defence remains consistent: make suspicious requests harder to deliver, harder to act on and easier to report. That gives your team the confidence to keep the business moving without taking avoidable risks.