Using email encryption means protecting the contents of your emails so only the intended recipient can read them. For everyday business communication, this might sound like an extra step, but it's increasingly important to consider. Email is a common way sensitive information travels—things like customer details, contracts, financial data, or internal strategies. Without encryption, this information can be intercepted or accessed by cybercriminals, especially when emails cross the internet.
Why this matters for Australian SMBs
Small and mid-sized businesses in Australia face growing cyber risks, and email is a frequent target. A single compromised email can lead to data breaches, loss of customer trust, or even regulatory scrutiny under privacy laws. For example, if your business sends unencrypted emails containing personal customer information, and that data is intercepted, it could result in costly downtime to manage the breach, damage your reputation, and disrupt staff productivity.
A typical scenario
Consider a 50-person Australian consulting firm that regularly shares client reports and financial summaries via email. Without encryption, a cyber attacker intercepts an email containing sensitive client financial data. This leads to a breach notification, client dissatisfaction, and an investigation that pulls staff away from billable work for weeks. After consulting their managed IT provider, the firm implements email encryption and staff training on secure communication. This reduces future risk and reassures clients their data is handled securely.
Practical steps to take now
- Ask your IT provider: Do you offer email encryption solutions that integrate with our current email system? How easy is it for staff to use?
- Check compliance needs: Are there industry-specific privacy or security standards that require encrypted communication?
- Review your email policies: Are staff aware of when to use encryption? Is there guidance on handling sensitive information?
- Test encryption: Send a test encrypted email to ensure it can be received and decrypted by external recipients without issues.
- Evaluate access controls: Confirm who has permission to send encrypted emails and manage encryption keys.
- Train your team: Provide clear instructions on recognising sensitive information and using encryption tools correctly.
While not every email needs encryption, protecting sensitive business communication is a practical step to reduce cyber risk and maintain customer trust. If you're unsure about your current setup or how encryption fits your business, speaking with a trusted managed IT provider or IT advisor can help clarify your options and tailor a solution that fits your needs without disrupting daily operations.