Recently, our bookkeeper was duped by one of these crafty cons, almost leading to a fraudulent payment. Our bookkeeper received an email that looked legitimate but was a phishing attempt. The email asked for a bill to be paid urgently, and because it seemed to come from a trusted source, our bookmaker scheduled the payment. Another attempt involved a fake email posed by an employee trying to get our bookkeeper to switch bank accounts.
Luckily, we had systems in place at Big Storm that flagged these suspicious activities and stopped the attempt before it was too late. Steps such as verifying the sender’s email address, cross-checking with known contacts, payment verification, notifications, and using multi-factor authentication helped us identify and stop the attempts before it was too late.
These scams are becoming increasingly sophisticated, making it imperative for us all to stay vigilant. To protect yourself, your team, and your business from the chaos of phishing, we’ve created this guide to understanding phishing, which includes eight essential tips for how you can ward off phishing wolves.
Recognizing Phishing Scams
Phishing scams often appear in the form of emails that appear to be from trusted sources. These emails might ask you to provide sensitive information, click on malicious links, or download harmful attachments. While these links and attachments may seem normal and safe at first glance, they are designed to deceive you and perform malicious activities such as stealing your personal information, spreading malware, or compromising your computer’s security. Cybercriminals are skilled at mimicking emails from colleagues, clients, or well-known companies, making it difficult to distinguish these scams from legitimate communications. Here are a few examples we have seen:
- Fake Invoice Scam: This is an email that looks like a legitimate invoice from a known supplier urging immediate payment to avoid service disruption.
Account Suspension Notice: An email claiming that your account has been suspended and requesting you to click a link to verify your identity to restore access. - Tax Refund Scam: An email that appears to be from a tax authority, promising a refund and asking for personal information to process the refund.
Payment Request from CEO: An email impersonating your CEO or another executive, requesting urgent payment to a specified account, often targeting the finance department. - Job Offer Scam: An email offering a lucrative job opportunity, asking for personal information or an upfront payment for processing fees.
- Security Alert Scam: This scam involves an email warning of a potential security breach that prompts you to click a link to secure your account immediately.
- Delivery Notification Scam: An email pretending to be from a courier service claims a package delivery issue and asks you to click a link to provide more details or reschedule.
- Bank Account Change Request: An email posing as an employee requesting to update their banking information for direct deposit, asking for details to be changed to a fraudulent account.
8 Tips to Protect Your Business from Phishing Scams.
1. Clean Your Digital House
Your computer, phone, or device could be harboring malicious code, like a bad tenant hiding in the attic. To keep your digital house in order and secure from phishing attacks, follow these essential steps:
- Schedule regular virus and malware scans.
- Enable automatic updates for your antivirus software and check for updates periodically.
- Scan PDF attachments before opening them, and use a secure PDF reader.
- Install reliable antivirus software with real-time protection.
- Regularly update your operating system and all software.
- Enable and configure your firewall; use a strong Wi-Fi password.
- Download files only from trusted sources and scan them before opening.
- Train employees to recognize phishing attempts and promote safe browsing habits.
2. Watch out for Email Impersonation
Phishers are masters of disguise, often using email addresses that look legitimate at first glance. Always verify the sender’s email address carefully. Look out for subtle changes or unusual domain names. To protect yourself, pay attention to the following details in the emails you receive:
- Verify the sender’s email address carefully
- Look out for subtle changes or unusual domain names
- Check for slight misspellings or extra characters
- Hover over links to see the actual URL before clicking
- Be cautious with unexpected attachments or requests for sensitive information
- Trust, but verify every time. Especially with any sensitive data such as personal information or financial information.
3. Trust But Verify Payments, Every Time
Never process a payment without verbal confirmation, especially if it’s urgent. To ensure safety:
- Always confirm payment requests verbally
- Call the requester for same-day payment requests
- Verify details through a known contact method
- Be skeptical of any urgent or unusual payment requests
- Implement this rule as standard practice
4. Report and Block Untrustworthy Emails
As a rule of thumb, if you or your team get a suspecious email, block and report it immediately. To protect yourself and others:
- Use your email provider’s tools to report phishing attempts
- Block the sender to prevent further emails
- Encourage your team to report suspicious emails
- Stay aware of common phishing tactics
5. Educate and Arm Your Team
Your employees are your frontline defense against phishing. To keep your team prepared:
- Regularly train employees to recognize phishing signs
- Highlight unsolicited requests for sensitive information
- Emphasize spotting poor grammar and unfamiliar senders
- Encourage skepticism and double-checking
- Provide ongoing education and updates
6. Be Aware of AI and Automated Phishing Tactics
The rise of AI and automation is a double-edged sword. To protect yourself against evolving threats:
- Stay informed about the latest AI-driven scams
- Educate your team on how AI can mimic writing styles and generate realistic emails
- Be aware that AI can automate attacks, making them harder to spot
- Regularly update your security protocols
- Foster a culture of continuous learning and vigilance
7. Strengthen Your Security with Multi-Factor Authentication
Multi-factor authentication (MFA) is like having a bouncer at your digital door. To enhance your security:
- Implement MFA wherever possible
- Add an extra layer of protection for sensitive information
- Make it more challenging for cybercriminals to gain access
- Regularly review and update MFA settings
- Educate your team on the importance of using MFA
8. Plan for the Inevitable
No system is foolproof. To be prepared for phishing attempts:
- Develop a response plan for phishing incidents
- Ensure your team knows how to report incidents
- Secure affected accounts quickly
- Communicate effectively about the threat
- Regularly review and update your response plan
Phishing Education Resources
Here are a few reliable websites to keep up with the latest phishing scams and cybersecurity threats:
- PhishLabs – PhishLabs provides threat intelligence and reports on the latest phishing scams, offering insights and analysis to help organizations stay ahead of cybercriminals.
- Krebs on Security – Written by cybersecurity expert Brian Krebs, this blog covers a wide range of security topics, including detailed reports on phishing scams and other online threats.
- Anti-Phishing Working Group (APWG) – The APWG is an international coalition focused on unifying the global response to cybercrime. Their website features news, research, and resources on phishing trends and preventive measures.
- Keeping Your Digital Information Secure – Tips for keeping your digital information secure. Sensitive data is confidential information your business stores online that should only be accessed by you or your employees.
Be Prepared to Defend Your Business from Digital Threats
In the end, we’re not cybersecurity experts. We’re a web design and marketing firm, and, just like you, we are navigating the treacherous waters of digital communication. Phishing scams are a constant threat, evolving in complexity and deceit. But with vigilance, education, and a healthy dose of skepticism, we can fend off these digital predators. It’s about building a culture of awareness and resilience, where every team member is a sentinel, alert to the dangers lurking in their inbox.
Remember, it’s not about being perfect; it’s about being prepared. At Big Storm, we empathize with your struggles and share your determination to protect what matters most. Let’s stay vigilant, stay informed, and keep our defenses strong. After all, in this digital age, a little paranoia can go a long way in keeping our businesses safe. Stay sharp, stay safe, and keep those phishing scams at bay.