Keep Your Online Accounts Secure: Steps for Small Business Owners

Cyber threats aren’t just a “big business” problem — they’re a concern for anyone operating online.

In fact, research shows that small and large businesses face similar levels of risk. However, small businesses tend to be more vulnerable because they often lack the same cybersecurity systems and infrastructure that larger organizations rely on.

“If you’re vulnerable, they will come.”

– 2025 Data Breach Investigations Report, Verizon Business

Many small business owners underestimate their risk or assume cybersecurity is too technical to manage, leaving them exposed to attacks and data breaches.

The truth is, protecting your online accounts is both easier and more essential than you might think.

In a world where your website, email, and social media are key parts of your business, online security isn’t optional. It’s a fundamental part of building a sustainable, long-term business.

Fortunately, taking a few proactive steps now can go a long way toward keeping your accounts secure and your mind at ease.

The risks of improper protection

Imagine waking up one morning and realizing you can’t access your business Instagram, that your website has been redirected, or your customer list has vanished. It’s a terrifying thought, right?

While this might seem extreme, these are realities many small business owners have faced.

Your business likely depends on digital tools for sales, marketing, and daily operations. And while these tools are incredibly efficient and convenient, they also increase your exposure to security risks. Within these tools lives a goldmine of valuable information: customer data, financial details, internal communications, and more – making them a prime target for hackers.

Without proper protections, you could face:

• Loss of access to your website or social media accounts
• Data breaches that compromise customer information and damage your reputation
• Financial fraud and scams that put your business at risk
• Misuse of accounts by employees or contractors who no longer work with you

Many business owners assume cyber attacks won’t happen to them, until they do. The good news? Preventative measures are much easier to implement than dealing with the fallout of an attack (which you likely aren’t financially or emotionally ready for).

Let’s walk through five practical steps you can take to strengthen your online security and safeguard your business from potential threats.

01: Strengthen your passwords

It’s tempting to roll your eyes at yet another reminder to strengthen your passwords. But be honest:

• How often do you reuse the same password across multiple accounts?
• Do your passwords contain predictable combinations like birthdays, names, or common words?
• Have you shared login details with employees or contractors who no longer work with you?
• When was the last time you updated your passwords?

Weak or reused passwords are one of the biggest security vulnerabilities for small businesses. If even one account is compromised, hackers can gain access to everything else using the same information.

Take time today to audit your passwords, especially for accounts storing confidential or financial information.

If your passwords could use an update, here are a few ways to ensure your new choices are secure:

• Use a passphrase, rather than a single word. Something like “BlueCoffeeRain!2024isgreat” is far harder to crack than, “Sherry2025”
• Aim for at least 12–16 characters. Longer is better!
• Mix it up. Include a mix of uppercase and lowercase letters, numbers, and symbols.
• Avoid common words, names, or predictable sequences. “P@ssw0rd!” is not fooling anyone.
• Avoid reusing passwords across multiple accounts.

If remembering all your logins sounds impossible, use a password manager such as 1Password, Dashlane, or Bitwarden. These tools can securely store and autofill your passwords for each platform. They can also generate unique, random passwords for each site.

Pro tip: Make password audits a regular part of your business operations. Add a recurring calendar reminder to review and update your credentials every 3-6 months.

02: Implement two-factor authentication (2FA) where possible

One of the most effective ways to protect your accounts is by turning on two-factor authentication (2FA) wherever possible.

Two-factor authentication adds an extra layer of protection to your accounts by requiring a second form of verification (in addition to your password) before you’re able to log into the platform. This verification is usually in the form of a code sent to your phone or email, or generated in an app.

Here’s how it works:

1. You enter your password as usual.
2. The system sends a code or prompt to another device.
3. You confirm it’s you trying to log-in, by clicking a link or entering in the code, before gaining access to the platform.

Even if a hacker steals your password, they’ll hit a wall when asked for the second code only you can access.

There are several types of 2FA:

• Tools like Google Authenticator, Authy, or Microsoft Authenticator generate time-based codes that are much harder for hackers to intercept.
• SMS-Based 2FA: Better than nothing, but less secure since phone numbers can be cloned or “SIM-swapped.”
• Hardware Keys: Devices like YubiKey or Titan Key offer the strongest protection if you manage highly sensitive data.

Take the time to review your accounts and set-up two-factor authentication (2FA) wherever you can. Start with your most sensitive accounts:

• Email (Gmail, Outlook, etc.)
• Social media (Facebook, Instagram, LinkedIn, TikTok)
• Website or CMS (WordPress, Squarespace, Shopify)
• Financial platforms (bank accounts, Stripe, PayPal)

When 2FA is active, a login attempt from an unrecognized device or location will trigger a verification code or prompt to confirm your identity.

If you ever receive a login code or 2FA notification when you weren’t trying to log in, it’s a red flag. It likely means someone else is trying to access your account.

Take these immediate steps:

1. Do not enter the code or approve the login. This could accidentally give the hacker access. Ignore the request entirely.
2. Log in to your account directly (not through the message or link). Go to the official website or app and change your password immediately.
3. Log out of all active sessions. Many platforms, like Google and Facebook, have an option to “log out of all devices” in your security settings.
4. Review your recent activity. Check for any suspicious logins, messages sent, or settings changed within the account.
5. Enable alerts for unusual activity. Most platforms let you set notifications for new device sign-ins or password changes, so you can be quick to respond.
6. If necessary, contact support. If you believe your account may already be compromised, reach out to the platform’s support team for help recovering or securing your account.

Pro tip: Store any platform backup codes securely in an encrypted note, password manager, or printed and locked away, just in case you lose your phone and aren’t able to access verification code texts.

03: Manage employee and contractor access

It’s easy to give access when someone new joins your team, but it’s just as important to review and revoke access when people leave or roles change.

Here are a few best practices to implement within your business:

1. Use platform-based collaboration tools. For example, instead of sharing your login, add someone as a user through your business account settings.
2. Use role-based permissions. Most platforms (like Facebook Business Manager, Google, or WordPress) let you assign roles with specific levels of access. Only give admin access to those who truly need it.
3. Review access quarterly. Check who has permissions on your accounts each quarter and remove outdated users.
4. Revoke access immediately when contracts end.
5. Keep a master list of logins and roles. Store it securely in a password manager. If someone leaves your company, change any passwords they have access to immediately.

Take some time to review and manage the permissions you’ve given others on:

• Facebook and Instagram
• WordPress or your website management software of choice
• Google Business Profile
• CRM systems & other business tools

Pro tip: Turn on audit logs when possible (many platforms offer this). These can help you monitor activity and quickly identify anything suspicious.

04: Learn to recognize phishing attacks

Phishing attacks are one of the most common ways hackers steal data. Phishing refers to any attempt to steal sensitive information, including usernames, passwords, or credit card numbers.

By pretending to be a reputable source, attackers lure the victim to click a link, open an email, call a number, or enter credentials, which inadvertently gives hackers direct access to accounts.

A typical phishing attempt might:

• Call or email you impersonating your bank, payment processor, social platform, or another trusted company you use within your business
• Ask you to click a suspicious link or share sensitive details
• Share a fake login page that mimics a real website you use
• Pose as executives to request money transfers (for more about deepfakes, check out this post)

Here’s a great graphic from Cloudflare illustrating the phishing process.

If something feels off, it probably is.

Watch out for these red flags

While some phishing scams can seem obvious (for example, robotic-sounding calls from fake “banks”), others have become very convincing.

Here are some of the most common warning signs of a fake or malicious message:

1. Urgent messages demanding immediate action.

Messages like “Your account will be deactivated in 24 hours!” or “Your payment failed—update your information now!” are designed to trigger panic. Scammers rely on urgency to get you to act before you think.

2. Suspicious links or mismatched URLs.

Before clicking any link, hover over it to preview the actual web address. If the URL doesn’t match the company’s real domain, it’s likely a scam.

For example, a real Amazon email will come from @amazon.com or @amazon.ca, not @amaz0n-support.net or @mail-amazon.co.

3. Poor grammar, spelling errors, or odd phrasing.

Legitimate companies tend to have teams reviewing their communications. Awkward sentences, typos, or inconsistent formatting are indicators that something is off.

4. Requests for sensitive information over email or phone.

No reputable company should ask you to share personal details, passwords, or payment information via email or text.

If you’re unsure, visit the company’s official website directly and log into your account from there to see if you have any messages or mail. Still unsure? Call the company directly.

And, if you receive a phone call from someone claiming to represent a company (especially if they ask for personal or financial details), always hang up and call back using the official number listed on the company’s website.

Scammers can spoof phone numbers to make them appear legitimate, so it’s always better to verify the call yourself rather than risk sharing sensitive information with a fraudster.

5. Unexpected attachments or downloads.

Avoid opening attachments from unknown senders. They can contain malware designed to steal your data or install viruses on your device.

With the right safeguards in place, you can protect your business, maintain trust, and have peace of mind.

05: Back up your data regularly

This step is often overlooked but can be a lifesaver. Regularly backing up your website, customer data, and key business files means you can recover quickly if something goes wrong (whether it’s a cyberattack or a simple tech glitch).

Best practices for backups:

• Store backups in two locations: one cloud-based (such as Google Drive or Dropbox), and one offline (like an external hard drive).
• Set-up automatic backups if your website or hosting platform offers them.
• Test your backups periodically to ensure they’re working properly.

Make security part of your routine

Online security doesn’t have to be overwhelming. It’s not about becoming an IT expert, it’s about taking small, proactive steps that protect your hard work and give you peace of mind.

Here’s a quick checklist to help you start today:

• Update all your passwords and store them in a secure password manager.
• Enable two-factor authentication on your most important accounts.
• Review who has access to your accounts and remove outdated users.
• Educate your team about phishing scams.
• Back up your data onto a cloud-based server and external hard drive.

Building a secure business foundation doesn’t happen overnight. However, with a little effort and consistency, you can significantly reduce your risks and feel confident that your business (and your reputation) are protected.