What's The BIGGEST Mistake You're Making in Cybersecurity

Today, we’re diving into a topic that affects almost everyone who uses email or text messaging: phishing. We know how easy it is to ignore something that looks normal, even when it can lead to big problems. As cybersecurity professionals, it’s our job to break down what phishing is, how it works, and why it keeps catching people off guard.

We'll talk through the ways attackers use real-life tricks to make messages seem urgent or trustworthy. This helps us understand why human behavior plays such a big role in stopping these threats, and how the right training programs—especially positive, supportive ones—can make a real difference. By making this information more accessible, we help everyone become safer online.

Key Takeaways

• Phishing uses emails and texts to trick people into giving away private information.

• Attackers often depend on busy or distracted people to fall for their tricks.

• Training tools and a positive approach help everyone learn how to spot dangers.

Understanding Phishing

What Phishing Means

Phishing is when someone tricks us into giving up personal or work information by pretending to be someone we trust. The goal is often to steal sensitive information such as usernames, passwords, or money.

Different Kinds of Phishing Scams

Attackers use several forms of phishing. Some of the most common include:

• Email Scams: Fake emails that often look like they came from a coworker or boss. These messages usually ask us to click on links or download files.

• Text Message Scams (Smishing): Fake messages sent to our phones. They contain suspicious links and try to get us to visit unsafe websites or download harmful files.

• Impersonation: Messages that appear to be from someone important, like our company’s CFO, pressuring us to act quickly.

Type Method Usual Trick Email Email messages Fake links or files SMS (Smishing) Text messages Bogus URLs or files Authority Scam Impersonation Pretending to be a boss

Main Ways These Attacks Reach Us

Phishing attacks reach us in a few key ways:

• Email: The most popular way, using fake emails with urgent requests or threats.

• Texts: Short messages that push us to click fast, often using fake websites.

• Domain Spoofing: Attackers make their emails look like they came from trusted domains by using look-alike addresses.

• Social Engineering: Using pressure, authority, or creating a sense of hurry to make us follow instructions without thinking.

We can lower risks by using security settings on our domains (such as DMARC, SPF, and DKIM), running phishing awareness training, and practicing safe habits when opening emails and messages.

Common Phishing Incidents

Our Own Encounters with Phishing

We get phishing emails almost every day. Sometimes, it feels like we are under constant attack. Just recently, one of us was targeted. These emails often look real, using the names of people we trust, like our boss or someone from the finance team.

They do things like copy the actual signature and ask us to send money or click a suspicious link. When we are really busy at work, it is even easier to make a mistake. Attackers rely on us being distracted, and that is when most people fall for their tricks.

Sometimes, the emails seem urgent, saying things like, “I need this handled now,” or “Transfer this money right away.” This pressure makes it easy for anyone, even us, to click on something bad by accident.

Advanced Approaches Used by Scammers

Phishers today use smarter ways to trick people. They often change small details, like making one letter in a company’s name look different, to fool us. If we are not paying close attention, we might not see the change.

Attackers also act like they are in charge, pretending to be someone important to make us act fast. They use the fact that people are busy or want to help their boss. Some even get past email security if the right protections are not set up.

Here’s a quick list of techniques we have seen:

• Domain Imitation: Changing letters in the sender’s address.

• Spoofed Signatures: Copying real signatures and email styles.

• Urgent Requests: Messages that demand a quick response.

• Multiple Channels: Using email, text messages, or even phone calls.

Having security settings like SPF, DKIM, and DMARC can help stop some of these attacks. Still, even the strongest settings cannot keep out every scam. That’s why awareness and training are so important. Simulation tools, which let staff practice spotting phishing attempts, help everyone learn what to look for without feeling like they are in trouble.

How People Impact Cybersecurity

How Attackers Use Power and Urgency

We often see attackers pretending to be people in charge, like a boss or executive, to trick us. They might send emails that look official and use the real name and signature of someone we know. These emails often say something needs to be done right away, like sending money or clicking a link.

When we feel rushed or think the request is from someone with authority, we are more likely to act without double-checking. Attackers count on us being busy or distracted. This makes it easier for them to get what they want—like our passwords or other private information.

Common Tricks What They Look Like Spoofed emails Fake sender names/domain Urgent requests "Do this now!" Imitating authority Posing as bosses/CFOs Links to fake websites Look real but are dangerous

Staying Alert and Cautious

Training plays a big role in helping us spot and avoid phishing tricks. When we know what to look for, we are less likely to fall for fake emails or texts. We have found that using safe practice tests, called phishing simulations, helps us learn without making us feel scared or punished.

It is important for us to feel comfortable reporting mistakes, like clicking a bad link. We should not worry about getting into trouble for reporting something. Mistakes can happen to anyone, and reporting them helps keep our systems safe. Positive feedback and clear training help everyone stay sharp and more aware of threats.

• Tips to stay safe:

  • Check for odd sender emails

  • Look closely at requests, even from people we know

  • Report any strange emails right away

  • Practice with simulations to spot danger faster

Preventing Phishing Attacks

Safe Email Habits and Training

We see that phishing comes in many forms, with email being the most common. Attackers often use convincing fake messages to trick us into clicking harmful links or giving away sensitive information. To lower our risk:

• Double-check sender details: Make sure emails really come from who they claim. Look for mistakes that could mean the sender is fake.

• Be cautious with links and attachments: Don’t click on anything suspicious or unexpected, even if it looks official.

• Report strange messages: If we get a weird email, we should tell our IT team right away so they can check it out.

• Take part in phishing simulations: Training with realistic examples helps us recognize real threats without feeling punished.

Training should use positive feedback to help us learn. The right approach makes it easier for us to report problems and understand what to look for in harmful emails.

Setting Up Email Verification Tools

To protect our company's email, setting up specific security records is important. These include:

Tool What It Does DMARC Tells mail servers how to handle bad emails SPF Lists which servers can send our emails DKIM Adds a digital signature to check emails

Adding these to our DNS records helps prevent attackers from sending emails that pretend to come from us. Even if someone tries to spoof our domain, these records make it much harder for their emails to get through.

Stopping Fake Domain Emails

Phishing often works because attackers make fake domains that look almost like the real thing. For example, swapping letters or numbers so we don’t notice at first glance.

We need to look closely at the spelling of sender domains. Microsoft and other companies now offer better tools and advice for blocking fake domains, but it’s up to us to watch out for these tricks. Working with IT or managed service providers can strengthen our protection and keep us alert to these kinds of threats.

Team Education and Awareness

Practice Runs for Spotting Phishing

We use practice phishing exercises to help our team learn how to recognize suspicious emails and messages. These exercises look like real attacks but are safe, and let us see what to watch for without any risk.
After each run, we look at what happened together, so everyone understands which red flags to watch for next time.
This way, our team gets stronger at noticing dangerous links or fake requests.

Rewarding Good Security Habits

We believe in positive feedback during training. When someone does the right thing, like reporting a fake email or avoiding a suspicious link, we make sure to let them know they did well.
This helps everyone feel good about learning and encourages better habits without fear or worry.
Instead of getting people in trouble for making mistakes, we focus on helping them learn and improve.

Supporting Quick and Open Reporting

We always encourage our team to report anything that seems off, such as clicking a risky link by mistake.
Our goal is to make sure no one is scared to speak up—mistakes happen, and quick reporting helps fix problems before they spread.
We tell everyone, “Let us know right away,” and then use that info to help the whole team stay safer in the future.

Suggested Tools and Helpful Services

Email Attack Training Platforms

We recommend using phishing training programs that allow us to run realistic tests in our organization. These platforms send out safe, fake phishing emails to our team members, so they can learn what to look for and practice recognizing suspicious messages. Tools like these help change user behavior with hands-on learning. Instead of scaring people or blaming them for mistakes, these simulators give positive feedback and repeat training for better results.

Here is a simple table of what to look for in these services:

Feature Benefit Realistic Emails Better preparation for real risks Positive Feedback Encourages reporting and learning Progress Tracking Shows improvement over time

Some examples of these platforms may include Goofish, which works well for running these simulations.

Partnering With Expert Support Teams

We have found that working with outside IT experts, sometimes called managed service providers, can make a big difference. These teams help us set up proper tools like strong email security, keeping our systems updated, and offering support if we have questions or need help. They can also provide phishing simulations if we want extra training.

Working with managed services helps us:

• Get expert advice on email security settings (like DMARC, SPF, and DKIM)

• Improve our training and awareness programs

• Respond faster to possible threats

Choosing the right partner means we do not have to handle everything ourselves—they become an extra layer of defense and help us keep up with new cybersecurity challenges.