The Basics of Computer and App Security: What Every Team Should Know

We don’t make a big deal about it on our website, but the truth is, we are helping more and more people with security and app management, including passwords. While it’s not our main line of work, it’s something we’re consistently engaged in, and we’re always happy to lend a hand.

Whether you’re running a small business or just looking to keep your team’s data safe, it pays to understand the essentials. If you’re looking to shore up your team’s security, here are a few foundational steps you can take to make your systems more robust and your day-to-day a little less stressful.

Password Managers: Your First Line of Defence

Let’s face it: nobody can remember dozens of unique, complex passwords. Frankly, you’d worry about your team if they could! That’s where password managers come in. These tools generate, store, and autofill strong passwords for all your accounts, so you don’t have to rely on memory (or sticky notes!). With a password manager, you can ensure everyone on your team is using secure, unique passwords for every app and service – no more “Password123” or reused logins across platforms.

A good password manager makes onboarding and offboarding easy, granting new team members access to the passwords they need and revoking it just as easily when someone leaves. Many also allow you to set up emergency access for trusted contacts, and some even monitor your credentials for breaches on the dark web. If you haven’t already implemented one, this is a quick win with huge long-term benefits. Our recommendations? Dashlane or Lastpass.

Two-Factor Authentication (2FA): An Extra Layer

Even the strongest password can be compromised. That’s why enabling two-factor authentication (2FA) wherever possible is a must. 2FA requires a second step, like a code sent to your phone or generated by an app, before anyone can log in. Yes, it’s a pain, and according to your app, you are using a “new device” every time there’s an update, but it is a simple way to make it much, much harder for unauthorized users to access your accounts, and most major apps and services support it.

If you’re not sure where to start, focus on your most critical accounts: email, banking, and cloud storage. Encourage your team to use authenticator apps instead of SMS when possible, as they’re less vulnerable to interception. 2FA might add a few seconds to your login process, but it can prevent hours or days of headaches down the road. Yes, it’s a grin and bear it, but trust us, it is worth it!

Keep Software Updated

Do you always click “remind me later” when a software update pops up? Those updates often include important security patches that protect you from newly discovered threats. Make it a habit to update your operating systems, browsers, and all the apps you use whenever prompted. Where possible, enable automatic updates, especially for security software and web browsers. For teams, consider setting a regular schedule to check for updates and ensure everyone is on the same page.

Pro tip: As soon as a new version rolls out, the old version becomes more susceptible to attacks. Don’t be the soft target!

Be Mindful of Phishing and Social Engineering

Phishing attacks are still one of the most common ways hackers gain access to sensitive data. These scams have gotten more convincing over time, often imitating trusted brands or even colleagues. We know plenty of smart people who have emailed us about a message they received, only for us to tell them it’s a phishing scam. It’s easily done. Much more so than you’d think. Yes, you might spot 999 of them, but it only takes one misstep to heavily compromise your security.

Train your team to double-check suspicious emails, especially those asking for passwords, payment information, or urgent actions. Hover over links to see where they really lead, and never open attachments from unknown sources. When in doubt, contact the sender through another channel to verify. If you are told a piece of software is expiring or a payment method failed, don’t click the link. Instead, open your browser and manually navigate to the relevant website to check if the issue is flagged on your account.

Phishing isn’t limited to email. Sometimes, attackers will call pretending to be IT support or a vendor. Have clear procedures in place for verifying identities before sharing any sensitive information or granting access to systems.

Practice the Principle of Least Privilege

Not everyone on your team needs access to all your company’s data and tools. Review who has access to what, and follow the principle of least privilege; give people only the access they need to do their jobs. This limits the damage if someone’s account is compromised and helps keep sensitive information under control. Regularly review permissions, especially after role changes or when employees leave the company.

Backup, Backup, Backup

Data loss can happen for all kinds of reasons: hardware failure, accidental deletion, ransomware, or even natural disasters. Regular backups are your safety net. Make sure your backups are automatic, stored securely (preferably offsite or in the cloud), and tested periodically to ensure they can be restored quickly. It’s one of those things you hope you never need, but you’ll be grateful to have if the worst happens.

Encourage a Security-First Culture

Technology can only do so much; your team’s habits matter just as much. Encourage open communication about security. Make it easy for team members to ask questions or report suspicious activity without fear of blame. Consider short, regular training sessions or sharing articles and updates about new security threats. The more aware your team is, the less likely you are to fall victim to avoidable mistakes.

Be Aware of Additional Devices

Employees today are rarely tied to a single computer. Most people use a combination of laptops, tablets, and especially smartphones to access work emails, files, and apps, sometimes even more frequently than their main computer. This means your security practices need to extend to every device that touches company data, not just the ones in the office.

Make sure your team understands that phones and tablets should have strong passcodes, up-to-date operating systems, and security features like biometric authentication or remote wipe enabled. If your company allows employees to use their own devices for work (a “BYOD” policy), it’s crucial to have clear guidelines and tools in place to keep business and personal data separate, and to ensure sensitive information is protected if a device is lost or stolen. Mobile device management (MDM) solutions can help enforce these policies and provide peace of mind that your data is secure, no matter where or how your team is working

Mobile devices are particularly vulnerable because they are often used outside the secure office environment. They connect to public Wi-Fi, are more likely to be lost or stolen, and can be targeted by phishing attacks or malicious apps. Make security training for mobile devices a priority for all team members to head off a potential disaster.

Need a Hand?

If you’re not sure where to start, or if you want to make sure your systems are as smooth-running and robust as possible, we’re here to help. Reach out for a free consultation. We’ll help you identify any weak spots and put together a plan that fits your team’s needs. Security might not be our “bread and butter,” but it’s something we passionately care about as digitally inclined people, and we’re always happy to help you create systems you can rely on.