Phishing Attacks: How to Spot Them and Educate Your Team

Phishing is one of the most common cybersecurity threats out there – and it’s not just aimed at big corporations. Small and medium-sized business (SMB) owners might think hackers won’t bother with “little fish,” but the truth is quite the opposite. In fact, roughly 91% of cyber attacks begin with a phishing email​, and thousands of businesses fall victim every year. The FBI’s Internet Crime Complaint Center received over 300,000 phishing complaints in 2022​, a sign that this threat is widespread and growing. 

For a small business, a single successful phishing scam can be devastating, leading to lost money, data breaches, or even ransomware attacks. This blog post will help you understand what phishing is, how to spot a phishing attempt (especially in emails), and how to educate your team to avoid getting hooked. We’ll keep it straightforward and jargon-free, with real examples that show just how sneaky these scams can be.

What Is Phishing (and Why You Should Care)

Phishing is a scam where cybercriminals pretend to be someone you trust—a vendor, a coworker, your bank—in order to trick you into sharing sensitive information or clicking a harmful link. These scams usually come through email but can also show up via text messages, phone calls, and social media.

The name comes from the idea of “fishing”: attackers throw out digital bait and wait for someone to bite. It’s a form of social engineering—manipulating people rather than hacking machines.

Here’s how a typical phishing email works:

• Bait: A scammer creates a fake message that looks legitimate – for example, an email that appears to come from your bank, a client, or a familiar company. It might use a real company’s logo and language so it looks authentic.

   

• Hook: The message tries to hook you by pushing an emotional button or urgency. It might say something like “Urgent: Your account will be closed unless you update your password now!” or “Invoice overdue – pay immediately to avoid penalties.” Scammers often use fear or curiosity to prompt quick action​.

   

• Catch: You click the provided link or download the attachment, thinking it’s legit. The link usually takes you to a fake website that looks real (say, a clone of your bank’s login page) or runs malicious code. At this point, the phisher has caught your trust.

   

• Steal: Once you enter your login details or other info on the fake site, the criminals capture it and use it to steal money or data – for example, logging into your real bank account or installing malware to hijack your system. In other cases, clicking a tainted attachment could infect your computer with ransomware.

   

What makes phishing dangerous is how real it looks. A well-crafted fake email can be nearly indistinguishable from the real thing.

Phishing can have major consequences for a business of any size. Cybercriminals use it as an entry point to a larger attack. For example, a simple click on a bogus email link can give an attacker a foothold in your company network. From there, they might launch a ransomware attack or impersonate you to trick your clients.

Small businesses are no exception – in fact, they are often prime targets

Why Small Businesses Are Prime Targets

According to one survey, 60% of small businesses consider cyber threats a top concern as of early 2024​. Why? Because attackers know that smaller companies might not have the same defenses as large enterprises and may be easier to dupe. One study in the UK found that 72% of small businesses had encountered cybercriminal activity, and 92% of those attempts were phishing scams​. In short, phishing is a big problem, and SMBs need to pay attention.

Here’s why SMBs are vulnerable:

• Wearing Too Many Hats: Small business owners and employees often juggle multiple roles. When you’re busy running day-to-day operations, it’s easy to overlook a suspicious email or miss subtle warning signs​. Scammers count on the fact that you’re in a hurry and might click without a second thought.

   

• Assuming You’re “Too Small” to Be Targeted: It’s a dangerous myth that cybercriminals only go after big corporations. Hackers know that even a local shop or a 20-person company has bank accounts and valuable data. One security report noted that over half of phishing attacks in a recent period were aimed at SMBs (small and medium enterprises)​.

   

• Trusting Nature: Small businesses often operate on personal relationships. Scammers take advantage of that trust by impersonating vendors, coworkers, or clients to push fraudulent invoices or requests. A staggering 64% of businesses reported facing BEC scams in 2024 – often phishing emails that mimic a CEO or vendor – and the average loss was $150,000 per incident.

   

• Lack of Formal Security Training: Many SMBs don’t have cybersecurity policies or training programs in place. Employees might not know how to spot a phony email or might reuse weak passwords. This makes it easy for hackers to slip in via an email scam. It only takes one person clicking a bad link.

   

The bottom line is that phishing attacks can and do hit smaller businesses, and the fallout can be worse than just an IT headache. Companies have lost thousands – even millions – of dollars to these scams, sometimes forcing them to lay off staff or shut down entirely​. Awareness is the first step toward prevention.

Common Signs of a Phishing Email

Despite how sophisticated some phishing emails can be, most still include telltale signs. Teaching your team to recognize these red flags is your first line of defense.

1. Suspicious Sender Address

An email might look like it’s from a trusted brand or person, but the actual email address is slightly off—like @yourbank.co instead of @yourbank.com.

2. Generic Greeting

Messages like “Dear Customer” instead of your name are often a sign of a mass phishing campaign.

3. Urgency or Threats

Scammers love to induce panic: “Your account will be suspended unless you act now!” Urgency is a big red flag.

4. Unexpected Attachments or Links

If you’re not expecting an attachment or link, don’t click. Even common file types like PDFs or Word docs can contain malicious code.

5. Poor Grammar and Spelling

Many phishing emails contain awkward language or typos. While some have gotten better at writing, this is still a common red flag.

6. Requests for Sensitive Info

Legitimate organizations won’t ask you to provide passwords, banking info, or tax documents via email.

7. Unusual Requests

If your “CEO” suddenly emails asking you to buy $500 in gift cards, double-check. These types of scams, known as Business Email Compromise (BEC), are increasingly common—and costly.

Beyond Email: Other Forms of Phishing

While email is the most common delivery method, phishing also shows up in other places:

Smishing (SMS Phishing)

You get a text message saying your bank account is locked or a package can’t be delivered. It includes a link—don’t click it. These fake texts can install malware or steal login info.

Vishing (Voice Phishing)

You receive a phone call from someone claiming to be tech support, law enforcement, or your bank. They may sound urgent and convincing but are really after your sensitive information.

Social Media Scams

A message on Facebook or Instagram might say, “Check out this video of you!” or “Your account is at risk—click here to secure it.” These links often lead to fake login pages to steal your credentials.

Phishing is everywhere—email, text, phone, and DMs. The method might change, but the goal is always the same: to trick you into giving away something valuable.

Educating Your Team to Be Phishing-Aware

Spam filters and antivirus tools can help block threats, but no system is perfect. Your strongest defense is a well-informed, cautious team. Every employee—whether answering phones or managing finances—should know how to recognize phishing attempts and feel confident hitting the brakes on anything suspicious.

Here’s how to build a security-aware culture without overwhelming your team or your budget:

• Train Regularly: Include phishing awareness in onboarding and hold short, ongoing refreshers. Use real phishing examples to show the difference between legitimate and malicious emails. Keep it visual and practical.

   

• Tell Stories: Real-world incidents stick. Sharing news of businesses hit by scams—or close calls within your own team—helps employees relate and stay alert.

   

• Run Simulated Phishing Tests: Fake phishing emails (done safely) help identify weak spots and reinforce good habits. These “drills” can lead to major improvements in click resistance, without embarrassing anyone.

   

• Encourage a “Pause and Verify” Mindset: Make it the norm to slow down and double-check anything involving sensitive data or money. A quick call or second opinion can prevent major mistakes.

   

• Make Reporting Easy: Set up a clear, no-blame process for reporting suspicious messages. Whether it’s forwarding to IT or clicking a report button, it should feel easy and encouraged.

   

• Reinforce Cyber Hygiene: Remind employees to use strong passwords, avoid reusing credentials, enable two-factor authentication, and keep systems updated. These habits reduce risk—even if a phishing email slips through.

   

Cyber threats evolve fast, and phishing scams get more sophisticated every day. That’s why training should be continuous, not one-and-done. A little time invested in awareness now can save your business from serious trouble down the road. Empower your employees to be your human firewall—and your first line of defense.

Conclusion

At TimbukTech, we understand the challenges small and medium-sized businesses face when it comes to cybersecurity. You’re focused on growing your business, managing your team, and serving your customers—cyber threats like phishing shouldn’t be one more thing keeping you up at night.

Phishing attacks are becoming more frequent, more sophisticated, and more costly. But the good news is: with the right training and security measures in place, they’re also preventable.

Our team at TimbukTech partners with businesses like yours to implement proactive security solutions, and build a cybersecurity strategy that fits your unique needs. We help your team recognize threats before they become problems—and we’re here when you need us most.

Whether you’re looking to improve your internal defenses, educate your staff, or create a more security-aware culture, TimbukTech has your back. Because keeping your business safe isn’t just our job—it’s our mission.

If you’re ready to strengthen your defenses and give your team the tools they need to spot phishing attacks before it’s too late, get in touch with us at timbuktech.com. Let’s work together to protect what you’ve built.