HOW TO: Build a Cybersecurity-Focused Onboarding Process for SMBs

For small and medium-sized businesses (SMBs), a strong cybersecurity foundation is essential to protect valuable data, maintain customer trust, and ensure compliance with industry standards. One of the most effective ways to establish this foundation is through onboarding. SMBs may lower the risk of breaches and cultivate a security-conscious staff by teaching new workers cybersecurity principles from the start.

Here's a step-by-step guide to building a cybersecurity-focused onboarding process for small and medium-sized businesses.

Step 1: Begin with a Cybersecurity Policy Overview

During onboarding, introduce your new hires to your company's cybersecurity policies. For SMBs, these policies don't need to be overly complex, but they should cover critical areas like:

·      Data handling procedures for customer and company information.

·      Acceptable use policies for company devices and networks.

·      Password management practices to prevent unauthorized access.

·      Internet and email use policies to prevent malicious downloads and phishing.

Pro Tip:

Explain to employees why these policies exist and how they play a part in protecting the company, emphasizing the "why" behind security practices helps employees take them seriously.

Step 2: Train Employees to Recognize Social Engineering

Phishing attacks are a common threat to businesses of all sizes. Many attacks exploit human error, so new employees must understand how to recognize suspicious messages and avoid clicking on harmful links or attachments.

·      Conduct a phishing awareness session during onboarding that covers common signs of phishing, such as suspicious email addresses, urgent language, and requests for personal information.

·      Run a short phishing simulation as part of the training. This can be a simple exercise where employees are shown fake emails and asked to identify potential red flags.

Pro Tip:

For SMBs with limited training resources, look for free or affordable online courses on phishing awareness and basic cybersecurity practices.

Step 3: Set Up Multi-Factor Authentication (MFA)

Multi-factor authentication (MFA) is one of the easiest and most effective ways to prevent unauthorized access. MFA requires employees to verify their identity through a second device or method, adding an extra layer of security.

·      Guide new employees through setting up MFA for all relevant accounts during their onboarding session.

·      Explain the benefits of MFA and encourage employees to use it for personal accounts, fostering a broader culture of security awareness.

Pro Tip:

If your company uses an IT provider or tech support service, consider having them handle MFA setups during onboarding to ensure everything is correctly configured.

Step 4: Teach Password Management Best Practices

Weak passwords are a top vulnerability for many SMBs. During onboarding, spend time explaining password best practices, including creating strong, unique passwords and avoiding common mistakes like reusing passwords across accounts.

·      Introduce password management tools if your company uses one. These tools can make it easier for employees to manage complex passwords without writing them down.

·      Provide guidelines on creating strong passwords, such as using passphrases and avoiding easily guessable information.

Pro Tip:

Consider requiring employees to change their passwords periodically (but not too often) to protect sensitive information further.

Step 5: Set Expectations for Secure Device and Network Use

For SMBs, remote work is often a part of daily operations, so educating employees on secure device and network practices is critical. This part of onboarding should cover the following:

·      Secure Wi-Fi connections: Explain the importance of connecting to trusted networks, especially when working remotely.

·      Device security: If you provide devices, outline your expectations for their use and protection. If employees use their devices, ensure they understand the security requirements.

·      Software updates: Employees should regularly update their devices and applications to keep security patches current.

Pro Tip:

Create a short checklist of remote work security practices that employees can keep on hand as a reminder.

Step 6: Establish Clear Incident Reporting Procedures

Employees need to know what to do if they suspect a security issue. Quick reporting can mitigate potential damage, so it's essential to outline precise procedures for how and when to report incidents.

·      Describe the types of incidents that employees should report, such as suspicious emails, unauthorized access attempts, or lost devices.

·      Provide a direct contact for reporting incidents, whether an internal IT manager, a managed service provider, or a designated team member.

·      Encourage employees to act quickly if they suspect a security threat, as rapid response can prevent issues from escalating.

Pro Tip:

Develop a one-page document summarizing incident reporting steps and contact details and make it accessible to all employees.

Step 7: Limit Access to Sensitive Data

Restricting data access based on job roles can significantly reduce the risk of accidental or malicious breaches. During onboarding, explain how your company manages access to sensitive information and which types of data employees can view.

·      Set up access controls so new hires can only access the information they need to perform their jobs.

·      Explain why access is limited for specific data types and that data access may be expanded over time as job responsibilities grow.

Pro Tip:

Tools like Google Workspace or Office 365, as well as built-in access controls, can easily manage permissions based on job roles.

Step 8: Provide Ongoing Cybersecurity Training

Cybersecurity isn't a one-time topic; threats and best practices evolve constantly. Reinforcing security practices regularly ensures that employees remain aware of the latest risks and follow best practices.

·      Plan follow-up training sessions on new types of phishing scams, recent security incidents, or new company policies.

·      Send periodic security tips and reminders through email or company communication channels to keep security top-of-mind.

Pro Tip:

Consider making cybersecurity a topic in quarterly or annual company meetings to refresh awareness and keep employees engaged.

Sample Cybersecurity Onboarding Checklist for SMBs

To simplify this process, create a simple checklist to ensure every new hire receives the necessary cybersecurity training. Here's a sample checklist to help you  get started:

·      Review company cybersecurity policies (acceptable use, data handling, password management).

·      Training for social engineering (conduct a brief phishing awareness session or simulation).

·      Set up multi-factor authentication (MFA) for all accounts.

·      Introduce password management tools and provide password guidelines.

·      Explain secure device and network practices (Wi-Fi security, software updates, device use policies).

·      Establish incident reporting procedures (contact info and steps).

·      Limit access to sensitive data based on role-specific needs.

·      Schedule follow-up cybersecurity training (at least quarterly or annual refreshers).

Protecting Your Organization from Day One

Creating a cybersecurity-focused onboarding process may seem time-consuming, but it's a worthwhile investment. When new employees understand cybersecurity risks and best practices, they're better equipped to protect your company's data and assets. For SMBs that may not have dedicated IT teams, this proactive approach to cybersecurity can make a big difference in building a security-conscious workforce.

Want to build your own process, maybe set up your necessary policies and standards? Reach out, we are more than happy to help you get started.