When to Train Employees on Email Security
Training your employees on email security should be an ongoing priority, starting as soon as they join your company and continuing regularly thereafter. Email remains one of the most common entry points for cyberattacks, such as phishing scams and malware delivery. Without proper training, even a single employee mistake can lead to significant risks like data breaches, financial loss, or downtime.
For Canadian small and mid-sized businesses, the impact of a compromised email account can be severe. It might result in stolen customer data, interruption of daily operations, or damage to your company's reputation. Regular training helps reduce these risks by teaching staff how to recognize suspicious emails, avoid unsafe links or attachments, and follow best practices like verifying sender addresses and using strong passwords.
A Typical Scenario
Consider a 50-person Canadian consulting firm using Microsoft 365 for email. One employee receives a convincing phishing email that appears to come from a trusted client, asking to update payment details. Without training, the employee might comply, leading to a fraudulent transfer and loss of funds. A proactive IT partner would have provided regular email security training, simulated phishing tests, and clear reporting procedures, helping employees spot red flags and escalate suspicious emails. This reduces the chance of costly errors and ensures quick response if an incident occurs.
Practical Checklist for Email Security Training
- Ask your IT provider: How often do you provide email security training and phishing simulations?
- Check training content: Does it cover recognizing phishing, safe link and attachment handling, and reporting suspicious emails?
- Review policies: Are there clear internal procedures for employees to report suspicious emails or potential breaches?
- Verify technical controls: Are multi-factor authentication (MFA) and anti-phishing filters enabled on your Microsoft 365 accounts?
- Schedule refresher sessions: Plan training at least twice a year and after major security incidents or updates.
- Monitor effectiveness: Use phishing simulation results and incident reports to identify knowledge gaps and adjust training accordingly.
Next Steps
Effective email security training is a critical layer of defense for your business. Speak with a trusted managed IT provider or advisor who understands the specific challenges Canadian SMBs face. They can help design and implement a training program tailored to your team's needs and ensure your Microsoft 365 environment is configured to support secure email use.