5 Common Mistakes Businesses Make in Email Security (And How to Avoid Them Without Losing Your Sanity)

 

Let’s be honest. Running a business today without email is like running a pizza shop without dough—messy, chaotic, and totally unsustainable. But while most businesses rely on email as their primary communication channel, many treat email security like that one gym membership—important in theory, but totally ignored in practice.

Here’s the kicker: email remains the #1 attack vector for cyber threats, and yet, businesses big and small continue to make preventable mistakes that open the door to data breaches, lawsuits, and, worst of all, bad PR.

In this post, we’ll walk you through the 5 most common mistakes businesses make in email security, and how to fix them like a pro. (Spoiler: it doesn’t involve hiring a wizard or selling your soul to tech consultants.)

Mistake #1: Thinking "It Won’t Happen to Us"

Ah yes, the classic “we’re too small to be a target” mindset.

Did you know? Over 43% of cyber attacks target small businesses, not tech giants or governments.

Hackers aren’t always after billion-dollar corporations. In fact, smaller companies are often low-hanging fruit—easier to exploit and less likely to have robust protection in place. It’s like locking your front door but leaving the back wide open with a "Please don't rob me" sign.

Solution:
Understand that every business is a potential target. Whether you’re a five-person law firm or a 500-employee SaaS provider, securing your email should be a non-negotiable priority.

Mistake #2: Relying Only on Basic Passwords

If your company is still using passwords like "Company123!" or "Pa$$word", we need to talk.

Hackers love these. They probably even have T-shirts with them printed on the back.

Solution:

• Implement multi-factor authentication (MFA) to add an extra layer of protection.
  
  

• Enforce strong password policies and regular updates.
  
  

• Use a password manager to reduce the temptation of writing passwords on Post-it notes (we’re looking at you, Steve from accounting).
  
  

Mistake #3: Not Training Employees on Phishing Attacks

Your firewall might be top-notch. Your encryption might be airtight. But if Janet in HR clicks on a link from “Prince Owusu needing urgent assistance,” all bets are off.

And these scams have become disturbingly sophisticated. We’re no longer dealing with broken-English emails asking for wire transfers to Nigeria. These days, phishing emails can look like they’re coming from your CEO—or worse, your favorite pizza place.

Solution:

• Provide regular cybersecurity training for employees. Yes, even the ones who say, “I know better.”
  
  

• Use phishing simulations to test awareness.
  
  

• Remind staff that if an email feels “off,” it probably is. Trust your gut—it’s smarter than you think.
  
  

Mistake #4: Sending Sensitive Data Without Encryption

Sending sensitive customer data, financial info, or personal employee records via plain text email is like mailing a credit card inside a see-through envelope.

This is more than just a tech issue—it’s a legal one. If your business deals with health records, financial details, or any personal data, you’re legally responsible for keeping that information secure.

Solution:

• Use end-to-end email encryption to protect your communications.
  
  

• Secure attachments, not just message text.
  
  

• Make sure your solution complies with industry-specific regulations like HIPAA, GLBA, or GDPR.
  
  

(And yes, EntrustedMail can help with that. Just saying.)

Mistake #5: Failing to Set Up Proper Email Authentication Protocols

SPF? DKIM? DMARC? No, these aren’t names of new AI robots—they’re essential email authentication protocols.

Did you know? Without SPF, DKIM, and DMARC in place, anyone can spoof your domain and send emails pretending to be you.

Imagine your clients getting a fake invoice from your email address. Not only do you lose trust—you might lose customers, money, or even face legal consequences.

Solution:

• Implement SPF, DKIM, and DMARC protocols to prevent domain spoofing.
  
  

• Regularly audit your domain settings to ensure proper configuration.
  
  

• Don’t just “set it and forget it”—monitor and update these settings as needed.
  
  

Let’s Wrap It Up (Before Another Phishing Email Lands in Your Inbox)

Look, email security doesn’t have to be overwhelming or boring. Okay, maybe a little boring—but it’s critical for protecting your business, your customers, and your reputation.

To recap, here are the five most common email security mistakes businesses make:

1. Thinking they’re not a target.
   
   

2. Using weak passwords.
   
   

3. Skipping employee training on phishing.
   
   

4. Sending unencrypted sensitive data.
   
   

5. Ignoring authentication protocols like SPF, DKIM, and DMARC.
   
   

Avoiding these mistakes isn't just about checking boxes—it’s about building trust with every email you send.

So, what now?

If you’re ready to stop crossing your fingers every time you hit “Send,” it’s time to level up your email security game.

👉 Protect your business today with a smarter, simpler, and fully compliant email security solution—visit EntrustedMail and start securing what matters.

Your inbox deserves better. And so does your business.