How to Protect Your Business from Phishing Attacks
Phishing attacks are the most common cause of data breaches. Learn how to recognise, prevent, and respond to phishing threats targeting your business.
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The Scale of the Phishing Threat
Phishing — fraudulent attempts to obtain sensitive information by disguising as a trustworthy entity — accounts for more than 90% of all data breaches. Attackers send deceptive emails, text messages, or create fake websites that impersonate banks, government agencies, email providers, or colleagues to trick employees into revealing passwords, clicking malicious links, or transferring funds. In 2024, the average cost of a phishing-related data breach exceeded $4.9 million USD.
Recognising Common Phishing Tactics
Modern phishing emails are sophisticated and often difficult to distinguish from legitimate ones. Warning signs include urgent language creating artificial pressure to act immediately, sender email addresses that are slightly misspelled (support@m1crosoft.com), generic greetings like 'Dear Customer' instead of your name, requests for login credentials or payment information, unexpected attachments, and links that hover-reveal URLs different from what is displayed. Spear phishing targets specific individuals using personalised information gathered from social media.
Implement Email Security Controls
Technical controls can block many phishing emails before they reach employees. Configure SPF, DKIM, and DMARC DNS records to prevent email spoofing — these protocols verify that emails claiming to come from your domain are actually sent by authorised servers. Enable anti-phishing and anti-spoofing policies in your email platform (Microsoft Defender for Office 365 or Google Workspace's Advanced Protection Programme). Consider deploying an email security gateway that uses machine learning to identify and quarantine suspicious messages.
Enable Multi-Factor Authentication Everywhere
Even if a phishing attack successfully harvests a password, multi-factor authentication (MFA) prevents attackers from using it. With MFA enabled, a stolen password alone is insufficient to access an account — the attacker also needs the user's physical device or authentication app. Enable MFA on all business accounts: email, banking, cloud services, social media, and any system containing sensitive data. Use authenticator apps (Google Authenticator, Microsoft Authenticator) rather than SMS-based MFA where possible, as SMS codes can be intercepted.
Train Your Employees Regularly
Technology alone cannot prevent phishing — human vigilance is essential. Conduct regular security awareness training that teaches employees how to recognise phishing attempts, verify unexpected requests through secondary channels, and report suspicious emails. Run simulated phishing campaigns using tools like KnowBe4 or Proofpoint Security Awareness Training to test employee awareness and identify those who need additional coaching. Employees who click simulated phishing links should receive immediate, educational feedback rather than punishment.
Establish an Incident Response Plan
Despite best efforts, phishing attacks will occasionally succeed. Having a clear incident response plan minimises damage. Establish who employees should contact if they suspect they have clicked a phishing link or disclosed credentials. Key steps include immediately changing all compromised passwords, revoking active sessions, notifying your IT team, and if sensitive data was involved, assessing your legal obligations to notify affected parties or regulators. The faster you respond, the more limited the damage will be.
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