How to Prevent Phishing Attacks: 7 Simple Steps Every Business Should Take

Phishing remains one of the biggest threats to businesses of all sizes. It’s simple, it’s cheap for criminals to run, and unfortunately—it works. For small to mid-sized organisations and not-for-profits in WA, a single phishing email can lead to financial loss, stolen data, and major downtime.

The good news? With the right mix of awareness, tools, and processes, you can drastically reduce your risk. In this article, we’ll walk through how to prevent phishing attacks in seven practical steps every business should take.

What is phishing, and why does it work?

Phishing is when attackers trick someone into giving away sensitive information—like login credentials, bank details, or personal data—by pretending to be a trusted person or organisation.

They do this through:

• Emails that look like supplier invoices or password reset requests.

• SMS messages (smishing) claiming to be from banks, delivery services, or government agencies.

• Fake websites designed to capture your login details.

• Phone calls or social engineering where someone poses as IT support or a colleague.

Phishing works because it preys on human trust and urgency. The message often looks legitimate, pressures you to act quickly, and directs you to click a link or download an attachment.

Step 1: Train your people—your first line of defence

The most effective way to prevent phishing is to make sure your staff know how to spot it. Even the best filters can’t catch everything, which is why employee awareness is critical.

Signs of a phishing attempt include:

• Messages with an urgent tone (“Pay this invoice today!”).

• Unexpected password reset links.

• Misspellings or odd grammar.

• Email addresses that look “off” (e.g. @rnicrosoft.com instead of @microsoft.com).

• Attachments you weren’t expecting.

Regular training, simulated phishing exercises, and easy reporting processes can help staff pause before they click.

Step 2: Use strong email security tools

Technology can stop many phishing attempts before they ever reach your people. Every business should implement:

• Spam filters that block known malicious senders.

• Advanced email protection that scans links and attachments in real time.

• Domain monitoring to prevent spoofing of your company’s email addresses.

For WA businesses dealing with high volumes of invoices, these tools can be the difference between a clean inbox and a costly mistake.

Step 3: Enforce Multi-Factor Authentication (MFA) and FIDO2

If a phishing email does manage to get through and someone accidentally shares their password, Multi-Factor Authentication (MFA) acts as a critical safety net. MFA adds an extra verification step—such as a code sent to your phone or an approval through an authentication app—before access is granted. While MFA significantly reduces risk, it’s not foolproof.

Attackers are increasingly trying to bypass it by tricking users into resetting or handing over their MFA credentials. That’s why modern standards like FIDO authentication are becoming a stronger and more resilient option for defending against phishing-based attacks.

For further information from Yubico on FIDO Phishing resistant MFA options please click here

Step 4: Keep software and systems updated

Phishing often leads to malware infections. Outdated systems are particularly vulnerable because attackers exploit known flaws.

• Apply operating system and application updates as soon as they’re available.

• Make sure all devices—servers, laptops, mobiles—are patched regularly.

• Retire old, unsupported systems that no longer receive security fixes.

This step is often overlooked, but it’s a core part of learning how to prevent phishing attacks from turning into full-blown breaches.

Step 5: Scan links before you click

Modern phishing emails often use links that redirect to fake websites. Tools that automatically scan URLs before they open can prevent accidental clicks from leading to disaster.

For staff on the go—especially FIFO workers or those accessing email on mobile—these tools provide a much-needed safety net.

Step 6: Have a response plan if a phishing attempt gets through

Even with strong defences, mistakes happen. The key is to act quickly:

1. Isolate the device that clicked the link or opened the attachment.

2. Reset credentials immediately if login details were entered.

3. Check backups to ensure critical data is safe.

4. Report the incident to your IT provider so they can investigate and contain the threat.

A clear incident response plan helps reduce panic and ensures your team knows exactly what to do.

Step 7: Partner with experts who simplify cyber security

Phishing isn’t just a technical problem—it’s a business risk. That’s where BIZ-LYNX Technology can help. We support WA SMBs and not-for-profits with:

• Tailored phishing awareness training for your team.

• Managed email protection that filters and scans threats.

• Multi-factor authentication setup across your systems.

• Ongoing cybersecurity monitoring to keep you one step ahead.

We focus on plain-English advice and practical solutions that fit your business needs and budget. Our goal is to take the stress out of security so you can stay focused on running your organisation.

Real-world phishing examples in WA

Phishing attacks aren’t abstract—they’re happening right here. Some common scams we’ve seen hit WA organisations include:

• Fake invoice emails targeting business of all sizes, asking them to pay “updated banking details.”

• Urgent password reset emails supposedly from Microsoft 365 or Xero.

• Delivery SMS scams targeting staff phones, pretending to be from Australia Post.

Awareness of these examples helps staff connect training to real-world risks they’re likely to face.

Final thoughts

Learning how to prevent phishing attacks is no longer optional—it’s essential. With simple steps like staff training, email filtering, MFA, and a clear response plan, your business can avoid becoming another statistic.

Cybercriminals will keep trying, but with the right defences, you can keep them out and keep your business running smoothly.

Ready to strengthen your defences? Contact BIZ-LYNX Technology today to schedule phishing protection and awareness training for your team. Together, we’ll make sure your business is prepared.