Cyber attacks are on the rise and Small Business Owners are especially vulnerable if they don’t take the right steps to protect themselves. As a Virtual Assistant who handles client data, I take the following steps to keep your private information safe, and I recommend you do too.
1. Use a Password Manager
We know we need strong passwords, but we can’t know what the passwords even are if we make them too hard to remember. So, use a password manager like Bitwarden or LastPass (both have free plans). I personally use LastPass, which also allows clients to share their passwords with me in a secure way. I don’t even see the passwords, I just copy and paste - so your logins are safe with me.
2. Enable Two-Factor Authentication (2FA)
I know, it’s annoying having to constantly load a code every time you just want to login to something - but it’s even more annoying to get hacked, so needs must!
3. Keep Software Updated
Regularly updating your software (including operating systems, applications, and plugins) protects against vulnerabilities that cybercriminals exploit. Does your phone keep showing the update notification? Do it now! Does your laptop want to schedule an update for later? Schedule it now! You can also enable automatic updates so you’re always running the latest versions.
4. Use Firewall and Antivirus Protection
These days, Windows and Apple devices come with built-in Antivirus protection, but it’s worth installing additional software as well to get specialised security. Money Saving Expert has a great breakdown of some free options (I also like to look up comparisons on Reddit as those guys do NOT hold back on their critiques).
5. Secure Your Network
Secure your Wi-Fi network by changing default router credentials and using strong encryption methods like WPA3 or WPA2. Did that sound a bit techno-gibberish? Don’t worry, here’s a guide that can explain better than I can (and if you’re stuck, ChatGPT is great for breaking this down step by step). Additionally, use a VPN service when accessing sensitive information over public networks.
6. Backup Important Data
Regularly backup data to secure cloud services like Google Drive or Dropbox. This ensures that in case of data loss or ransomware attacks, you can restore essential information. I pay for Google Workspace, which provides enhanced security features to all my files and keeps client data safe.
7. Beware of Phishing Emails
Educate yourself on common phishing tactics. Be cautious of suspicious emails and links, and requests for sensitive information.
Case study: My friend owns a YouTube channel with over 100k subscribers and her channel got hacked after opening a zip file from an email claiming to be offering a brand deal. She got her channel back eventually, but it was a very stressful period for her and her business while sorting it out.
I offer Email Management as one of my VA services and part of that service is staying up to date on all the latest email scam techniques, ensuring your business is kept safe.
8. Regular Audits
Conduct regular audits on your cyber security. Your Antivirus software may provide a tool to do this, or you can explore other Vulnerability Scanners out there.
I also really like using Have I Been Pwned to check if any of my emails have been involved in a data breach. You can’t really take the email back once it’s been breached, but it’s a good reminder that your email can end up on a hacker’s list very easily. You can also
subscribe to their mailing list to be notified of any new breaches - and then change your email password if there has been one. (Tip: use a dummy email if you’re ever unsure about giving yours out - or just don’t give out an email at all).
This was definitely longer than my usual blogs, but that’s because I want to give you all the information you need. I’m definitely no cyber security expert, but you don’t need to be to take these simple steps.
If you’d like an ICO registered Virtual Assistant who you can trust with your data, look at my Services page to see how I can support you.