Let’s face it email is still the most common way cybercriminals try to get into your business. But here’s the good news: protecting your inbox doesn’t require a cybersecurity degree. It just takes a little awareness, a few smart habits, and a willingness to stay consistent.
At Four Winds IT, we’ve worked with businesses of all sizes, and we’ve seen what works. Whether you’re a team of five or fifty, these are the email security basics every business owner should know—and how to make them stick.
Most phishing attacks rely on urgency. “Your account has been suspended.” “Click here to verify your payment.” These messages are designed to make you act fast and think later.
Train yourself—and your team—to pause. Hover over links. Check the sender’s email address. If something feels off, it probably is.
Time required: 5 seconds per email
Why it matters: One click can compromise your entire system.
We know—it’s not exciting. But weak or reused passwords are still one of the top ways attackers get in. Use a password manager to generate and store complex passwords, and enable multi-factor authentication (MFA) wherever possible.
Time required: 15 minutes to set up a password manager
Ongoing: Change passwords every 90 days
If someone on your team gets a suspicious email, they should know exactly what to do. Create a simple process: forward it to IT, flag it in your system, or use a shared inbox for review. The easier it is to report, the faster you can respond.
Time required: 10 minutes to set up a reporting process
Pro tip: Reinforce this in team meetings or onboarding
You don’t need to catch your team off guard to prove a point—but you do need to know where your weak spots are. Simulated phishing emails help you identify who needs more training and what types of attacks are most effective.
Time required: 30 minutes to set up with a provider
Bonus: Use results to guide future training
Outdated software is a welcome mat for attackers. Make sure your email platform, antivirus tools, and operating systems are all set to update automatically. If you’re not sure, ask your IT provider to audit your setup.
Time required: 20 minutes to review settings
Why it matters: Many breaches happen through known vulnerabilities
Even with the best habits, people make mistakes. According to a 2023 report by Stanford University and Tessian, 88% of data breaches are caused by human error often from clicking on a phishing email or misjudging a sender’s identity.
And while training helps, it takes time. Research from McKinsey shows that employees spend 28% of their workweek managing email ,which means every extra step in the process adds up.
INKY doesn’t replace these tips it reinforces them. It scans every email for signs of phishing, impersonation, and fraud. It flags threats with visual cues, so your team doesn’t have to guess. And it does all of this automatically, without slowing anyone down.
Think of it this way: your team still needs to know how to drive safely—but INKY is the lane assist, blind spot monitor, and emergency brake that helps prevent accidents.
In our final post, we’ll recap the key lessons from this series and help you decide what to do next—whether that’s implementing INKY, improving your internal processes, or just starting with a few small changes.
Because email security isn’t about perfection. It’s about progress.
In addition, sign up for our LIVE demo with INKY! If you can not make it still sign up to get the recording!