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TechTidBit – Tips and advice for small business computing – Tech Experts™ – Monroe Michigan

TechTidBit - Tips and advice for small business computing - Tech Experts™ - Monroe Michigan

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When That “Trusting Email” Might Be the Most Dangerous

September 23, 2025

You know how you’d trust an email that looks just like one from your bank – or maybe even from your own team?

That resemblance can lull us into thinking everything’s okay… until a fraudulent link or message slips through. For small businesses, those moments can be costly.

Why it matters more than ever

Phishing isn’t just “someone asking for passwords.” It’s evolved. Messages now tug at urgency, making it harder than ever to spot what’s real. And once an email passes your “looks fine” test, that’s often when trouble starts.

The new tricks

Today’s phishing attacks are slicker than ever:

Polished, professional emails: Gone are the obvious typos and bad formatting. Many attacks now look identical to the real thing, sometimes even mimicking ongoing conversations.

Urgency tactics: Phrases like “act now” or “update immediately” push people into clicking before thinking.

AI-generated voice scams: Fraudsters can now clone voices, leaving phone messages or even “live” calls that sound eerily like someone you know.

These aren’t just theoretical risks. Businesses across industries, from law firms to healthcare practices to financial offices, are seeing these attacks land in inboxes every day.

Five smart defenses

Here’s how to build a stronger, people-first defense against phishing:

Refresh your team’s training: Short, scenario-based sessions go a long way. Ask, “What would you do if?” and keep it conversational. The goal isn’t to scare anyone, but to equip them.

Run a phishing drill: Sending a harmless test email can be a powerful teaching tool. When someone clicks, you have a chance to follow up with gentle coaching – not criticism.

Add technical checkpoints: Strong spam filters, authentication tools like DMARC, and multi-factor authentication all help reduce risk. Passwords alone aren’t enough anymore – they’re simply too easy to guess.

Create a clear response plan: If someone suspects a phishing attempt, they should know exactly who to tell. A quick, confident response is often the difference between “close call” and “serious breach.”

Pause before you click: Encourage employees to take a breath when something feels off. Verifying a request with a quick phone call – or by starting a new email thread – takes seconds but can prevent a crisis.

Why this hits close to home

For small- and mid-sized businesses, phishing isn’t just an inconvenience – it can lead to compliance headaches, financial losses, and damaged reputations. Local firms already face tight budgets, lean teams, and constant pressure to stay productive. A single wrong click can throw all of that into chaos.

That’s why prevention matters so much. These aren’t just IT issues – they’re business continuity issues. Protecting against phishing keeps the doors open, the clients confident, and your team focused on their work instead of scrambling to clean up a mess.

The bigger picture

Cybercriminals thrive on the hope that small businesses will underestimate them. They count on teams being busy, distracted, or unsure of what to look for. By putting a few safeguards in place – both technical and human – you turn that vulnerability into strength.

At the end of the day, this isn’t about technology for technology’s sake. It’s about giving yourself and your team the peace of mind that comes with knowing you’re prepared. Because once your business culture shifts from “reacting after the fact” to “noticing before it happens,” you’ve already won half the battle.

Filed Under: Phishing Tagged With: online security, Phishing

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