Choosing the right approach to email security is crucial for small businesses in Australia because email remains a primary channel for communication—and a common target for cyberattacks. Whether you manage your own IT or work with a provider, understanding how to protect your email system helps prevent costly disruptions, data breaches, and damage to your reputation.
Why email security matters for Australian small businesses
Email threats like phishing, malware, and spam can lead to significant business risks. A successful attack might lock you out of your email, expose sensitive customer or financial data, or allow fraudsters to impersonate your business. This can cause downtime, loss of customer trust, and even compliance issues under privacy laws like the Australian Privacy Act.
For example, imagine a 50-person accounting firm in Sydney. One employee clicks a malicious link in a phishing email, which installs ransomware on their system. Without proper email filtering and backup strategies, the firm's client data becomes inaccessible for days, delaying tax filings and damaging client relationships. A managed IT provider with strong email security protocols could have blocked the phishing email and quickly restored data from backups, minimising impact.
Key considerations when comparing email security options
Small businesses typically choose between relying on built-in email security features from providers like Microsoft 365 or Google Workspace, or adding specialised third-party security services. The right choice depends on your business size, risk tolerance, and IT support arrangements.
- Spam and phishing filtering: Ensure your email system uses advanced filtering to block suspicious messages before they reach staff inboxes.
- Malware scanning: Check that attachments and links are scanned for viruses and malicious content.
- Encryption: Look for options to encrypt sensitive emails both in transit and at rest.
- Multi-factor authentication (MFA): Require MFA for email access to reduce the risk of compromised accounts.
- Backup and recovery: Verify that your email data is regularly backed up and can be restored quickly after an incident.
- User training and awareness: Confirm your IT support provider offers staff education on recognising phishing and safe email practices.
Practical checklist: What to do now
- Ask your current or prospective IT provider: What email security features are included? How do you handle phishing and malware threats?
- Request details on backup frequency and recovery time objectives for email data.
- Check if multi-factor authentication is enforced for all email accounts.
- Review your spam filter settings and quarantine policies—are suspicious emails flagged or automatically deleted?
- Confirm that encryption is available and used for sensitive communications.
- Conduct a simple phishing test or training session with your staff to raise awareness.
Effective email security is a combination of technology, processes, and user awareness. For many Australian small businesses, partnering with a managed IT provider who understands local risks and compliance requirements can simplify this complex area. They can tailor solutions that fit your budget and operational needs, monitor threats continuously, and respond quickly when issues arise.
If you haven't reviewed your email security recently, now is a good time to speak with a trusted IT advisor. They can help you assess your current setup, identify gaps, and implement practical protections that keep your business running smoothly and your data safe.