Cybersecurity tips for new hires
Cybersecurity is an important responsibility for every employee, and new hires are often more vulnerable to scams and mistakes. These practical tips will help new employees protect company and client data and reduce the risk of breaches.
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Learn to identify suspicious emails and links
How to spot suspicious messages
- Ensure the display name and header address match.
- Check spelling and awkward phrasing.
- Right-click links to verify their actual destination before clicking.
- Be wary of messages that pressure you to act quickly or to share sensitive information.
- Protect sensitive information
- Do not store company or client data in unencrypted files or on the desktop.
- Avoid saving confidential information in plain Word or Excel documents, notes apps, or on sticky notes.
- Store removable media like flash drives in a locked cabinet when not in use.
- Use solid password practices
- Create strong, unique passwords for each account and change them regularly when required.
- Use a mix of letters, numbers, and special characters; avoid easily guessed phrases.
- Require multi-factor authentication
- Enable multi-factor authentication for work accounts using time-sensitive codes, smart tokens, or biometrics.
- Clean devices
- Keep desktops and mobile devices tidy by removing unused apps and files and emptying the recycle bin.
- Install software updates
- Apply system and application updates promptly, as they often include security patches; enable automatic updates when possible.
- Maintain antivirus and anti‑malware solutions
- Do not disable or remove company-approved security software on any device used for work.
- Back up work
- Follow company procedures for backing up files to the approved cloud storage solution to prevent data loss from crashes or malware.
- Secure personal devices
- If personal devices are used for work, follow company guidelines to separate and protect work data in case the device is lost, stolen, or the user leaves the company.
- Report cybersecurity breaches and threats
- Know the chain of command for reporting suspected breaches and report concerns immediately to your supervisor or IT professional.
Include these topics in every new-hire orientation so employees understand their role in protecting data and systems.
Employers in staffing and employee leasing should consider how insurance and services apply to their operations; learn more about coverage options such as Staffing and Employee Leasing Insurance.
For firms that work with PEOs or employee leasing arrangements, additional liability considerations may apply; see EPLI for PEOs and Employee Leasing Firms for more information. If you need help evaluating coverage, talk to an agent.
Frequently Asked Questions
How should new hires verify a suspicious email?
They should check that the sender address matches the display name, hover or right-click links to see the actual URL, and look for spelling errors or unexpected requests before interacting.
What counts as sensitive information that must be protected?
Sensitive information includes client data, financial records, passwords, and any personally identifiable information that could cause harm if disclosed.
Should employees use personal devices for work?
Only if the company permits it and the employee follows security guidelines such as device encryption, separate work accounts, and approved backup procedures.
How quickly should a suspected breach be reported?
Report suspected breaches immediately to a supervisor or IT staff so the organization can respond and limit potential damage.