Most security advice that small businesses get is top down, which means that it’s designed to start with leadership and then set the tone for the entire organization. While, of course, it’s true that security culture permeates downward, it’s also a shared responsibility for everyone. Security practices need to be followed at all levels to be effective.

This blog is designed to educate both leaders at businesses and their staff about the most common IT mistakes that people make in their workday and how to solve them. By proactively addressing these issues, you can prevent costly downtime, data breaches, and operational disruptions before they happen.

1) Not Spotting Phishing Attacks

All it takes is a single click to fall for a phishing attack. Maybe your employees are exhausted, or they don’t look closely at that urgent internal mail. Just one moment of them letting their guard down amidst the daily routine of business, and the attacker can enter your organization. When an attack does occur, fixing the damage can be expensive, and your company’s reputation could take a big hit.

The modern cybersecurity landscape is filled with sophisticated phishing attacks designed to trick even the most vigilant employees. These deceptive emails, texts, or calls can appear remarkably authentic, often mimicking trusted sources such as banks, vendors, or even colleagues. In fact, 91% of all cyberattacks begin with a phishing email to an unsuspecting victim, according to Deloitte.

How to prevent it: The best way to stay safe is to be proactive. Train your team regularly using real-life examples, run fake phishing tests to keep them alert, use multi-factor authentication on all apps, and create a workplace where people feel okay speaking up about anything suspicious without worrying about being blamed.

2) Ignoring Software Updates

In the rush of a busy workday, it’s easy to ignore those constant software update pop-ups, but they’re more important than they seem.

Outdated software often has security holes that hackers know about and are quick to take advantage of. Every time your employees delay an update, they’re basically leaving a door open for someone to sneak in. These flaws are usually well known, and attackers move fast, sometimes within hours of the issue being made public.

The financial stakes could not be higher in this regard. According to IBM’s 2024 Cost of a Data Breach Report, the global average cost of a data breach has reached USD 4.88 million, emphasizing the financial impact of such vulnerabilities.

How to prevent it: Implement automated updates during off hours and establish clear maintenance windows that minimize disruption to daily operations. Educate staff about how these updates directly protect both company assets and their own work, framing updates as essential shields rather than annoying interruptions.

3) Reusing Weak Passwords

When it comes to password management, organizations must grapple with a two-sided challenge. First, security best practices demand complex passwords that are not written down or stored anywhere and change often. In practice, however, employees are human after all, and they naturally gravitate toward convenience.

The frustration of managing multiple complex passwords leads many employees to create simple, easily remembered credentials that they reuse across multiple platforms. This practice creates a dangerous domino effect: When credentials are compromised on one site, hackers systematically try those same username/password combinations across other services through credential stuffing attacks.

Alarmingly, LastPass’s 2020 Psychology of Passwords report revealed that while 91% of individuals recognize the risks of password reuse, 66% continue to use the same passwords across multiple accounts.

How to prevent it: Provide company-wide password management tools that generate and securely store complex, unique credentials for each service while implementing multi-factor authentication for critical systems. Consider adopting passwordless authentication options where appropriate to eliminate the password burden while maintaining robust security standards.

4) Unauthorized Use of Personal Devices or Applications

COVID has reshaped how we work. The rise of remote working and BYOD policies, and the blurring lines between home and office, have introduced new security challenges.​

Especially with the growing use of personal devices and favorite applications for work tasks, new security risks to your business environment. When employees install unauthorized applications or connect personal devices to your network without proper security protocols, they inadvertently create backdoors into your systems. These unmanaged devices and applications operate outside your security perimeter and can introduce malware, create data leakage points, or bypass important security controls.​

Verizon’s 2024 Mobile Security Index reported that 85% of organizations observed an increase in mobile threats, with 37% of employees using public Wi-Fi against company policies, a trend that further amplifies exposure to cyberattacks.

How to prevent it: Develop clear BYOD policies paired with Mobile Device Management solutions that protect company data while respecting employee privacy concerns. Provide secure, company-approved alternatives to popular consumer applications that satisfy the same business needs while maintaining your security perimeter.

5) Improper Handling of Hardware

Physical damage to equipment might seem disconnected from cybersecurity concerns, but improper hardware handling represents a significant risk factor. Dropped laptops, liquid spills, or improperly disconnected devices can result in hardware failures—leading to data loss, unexpected downtime, and expensive repairs.

For small businesses operating on tight margins, this can translate into days of reduced productivity or complete operational shutdown. According to a Dell whitepaper, hardware failure accounts for approximately 57% of data loss incidents, making it the leading cause of such events.

How to prevent it: Beyond the obvious physical precautions, implement comprehensive backup solutions that protect data regardless of physical equipment status and then provide protective equipment for all mobile devices. Also, establish clear protocols for immediately reporting hardware issues.

6) Disabling Security Features

Many business leaders and employees in Ohio see security as a hindrance, not an enabler.

Some might accept it as a business-critical necessity, but to most, it feels more like another checklist item. The problem with this approach is that employees might not entirely understand the benefits of security. This could lead to them disabling security features in favor of convenience.

Disabled firewalls, antivirus programs, and VPN connections create vulnerabilities that can be quickly exploited by malware or unauthorized users. Without these protections, threats can spread unchecked through your systems, leading to data compromise or system corruption.

How to prevent it: Limit administrative rights while implementing centralized security management that prevents unauthorized changes to critical protection systems. Create intuitive workflows that balance security with usability, helping employees understand the importance of balancing both.

We Help Ohio Businesses Achieve IT Confidence

The best way to improve security awareness is to make security awareness part of everyday conversations, not just annual training events. Establish simple, clear guidelines that explain security measures in practical terms that connect to employees’ daily work, rather than abstract policies they’ll ignore.

The Astute Technology Management team helps businesses in Columbus, Cincinnati, and other cities across Ohio adopt new technologies and maintain total security. If your business needs help mitigating cybersecurity and compliance threats, contact us anytime at [email protected] or (614) 389-4102. We look forward to speaking with you!