What Are the Best Cybersecurity Practices for Small to Medium Businesses?

October is Cybersecurity Awareness Month, which makes it a good time to take a step back and ask: Is my business actually protected?

We get it; running a company today means living online: storing files, managing payments, sharing data, and probably sending hundreds of emails a week. The upside is efficiency. The downside? Hackers love small businesses because they know security often comes second to everything else.

The good news? Building a cybersecurity strategy for small businesses doesn’t have to be complicated or costly. It’s about taking small, consistent actions that make your systems harder to break into and easier to recover.

Think of this as a friendly security checkup, from one business to another.

What Is a Cybersecurity Strategy?

Think of it as your plan to keep your business data safe. A cybersecurity strategy outlines how your company protects information, prevents attacks, and recovers if something happens.

For small and medium-sized businesses, it’s the difference between losing a few files and losing everything. The good news is that even simple, consistent steps make a big difference.

How to Implement a Cybersecurity Strategy for Small Businesses

We’ve worked with a lot of growing companies that thought, “we’re too small to be hacked.” A few months later, they were calling us because an employee clicked on a fake invoice, or a password got reused somewhere it shouldn’t have. Here’s what we tell them to start with:

1. Start with Strong Passwords and Multi-Factor Authentication (MFA)

Passwords are like toothbrushes; you should change them often and never share them. According to CISA, the “most common password in the country is still 123456.” Anybody can guess that password. 

So, begin with the basics. Require complex passwords and store them in a secure password manager. Then, add an extra layer of protection by turning on MFA for all business accounts, especially email, cloud storage, and banking.

This simple step blocks most unauthorized access attempts. The Cybersecurity and Infrastructure Security Agency (CISA) calls MFA one of the easiest and most effective ways to protect your business. The use of MFA makes “your accounts 99% less likely to be hacked.”

2. Keep Systems and Software Updated

Those pop-ups asking you to update? They’re not just annoying; they’re patching holes that attackers already know how to use. But u[dates can also be a common phishing trick, so it’s important to have experts handle them safely.

At DeepTech, we manage patching and system updates for you, ensuring every update is verified and applied securely. It’s one less thing for your team to worry about and one less door left open for cyber threats.

3. Train Your Team to Recognize Threats

Technology doesn’t fall for phishing emails, but people do. Teach employees how to spot phishing emails, fake websites, and suspicious attachments. Run short refresher sessions every few months. 

The Center for Internet Security (CIS) recommends ongoing awareness training as a critical part of any security program.

4. Back Up Data Regularly and Test It

We can’t stress this enough: a backup is only good if it actually works. Backups protect your business from data loss, ransomware, and hardware failures, but only when they’re configured and tested properly.

Our team at DeepTech provides managed backup services, so you never have to wonder if your data is safe. We verify that backups are complete, current, and ready when you need them the most.

5. Control Access and Segment Your Network

Not everyone needs admin rights. Period. You should give employees access only to what they need. Limit admin rights and separate networks for guests, employees, and sensitive systems like payments or HR.

This type of setup can get complex, which is why DeepTech handles access control and network segmentation for our clients. We make sure the right people can reach the right systems, and we monitor those environments for signs of unusual activity.

6. Set Clear Rules for Personal Devices

Bring-Your-Own-Device (BYOD) can be convenient, but it’s risky. If your employees use personal devices for work, they should be secured through Mobile Device Management (MDM); software that allows encryption, password enforcement, and the ability to remotely wipe data if a device is lost or stolen. 

DeepTech offers MDM management for small and medium businesses, helping you keep data safe across all devices, whether they’re company-issued or personal.

7. Protect Payment Information

If your business processes credit cards, follow PCI DSS compliance standards.

Make sure to use secure payment processors and dedicated devices for transactions to prevent unauthorized access.

8. Prepare for Incidents Before They Happen

Even the best plans can fail, and that’s okay; what matters is how fast you recover. Create a basic incident response plan that outlines who to contact, what to do, and how to notify clients. CISA’s Incident Response Guide for Small Businesses is a great starting point to build your own.

We’ve walked businesses through recovery before; having even a one-page plan saves time and panic.

9. Review Your Cybersecurity Insurance Options

Even with the best protection in place, incidents can still happen. That’s where cybersecurity insurance comes in. It helps cover the costs of recovery after a data breach, ransomware attack, or system outage; things like data restoration, legal fees, and client notification.

Not all policies are equal, though. Some cover data loss only, while others include business interruption or liability. Deeptech can advise your team on what to look for and help you choose coverage that fits your business.

What We’d Implement First (and Why)

If you’re just starting to build your cybersecurity strategy, here’s what we’d prioritize first at DeepTech:

• Turn on MFA everywhere. It’s fast, affordable, and blocks most attacks.
• Enable automatic updates. You’ll stop known vulnerabilities before they cause trouble.
• Train your people. It’s not just awareness; it’s prevention.
• Back up data. Because things happen.
• Restrict admin access. Keeps one mistake from spreading.

These five steps alone would cut the most common risks small businesses face. Once they’re running smoothly, we’d move into more advanced protections like monitoring, compliance, and vendor security checks.

Building a Cybersecurity Strategy That Fits Your Business

You don’t need to become a tech expert to protect your company. Start small, stay consistent, and work with a trusted IT partner who understands your business. Over time, you’ll build a stronger, more resilient infrastructure, one that protects your reputation and keeps operations running smoothly.

DeepTech helps small and medium businesses design cybersecurity strategies that fit their size, industry, and goals. From risk assessments to 24/7 monitoring, we make sure your business stays safe and compliant.