There was a time when many phishing emails were easy to dismiss. They were poorly written, used strange formatting, or made obviously suspicious requests.
That is no longer a safe assumption. Artificial intelligence can help criminals produce polished, grammatically correct, and convincing messages faster than before. A message can look professional and still be malicious.
That means employees need to pay attention not only to how an email looks, but also to what it is asking them to do.
Watch the Request, Not Just the Grammar
Employees should slow down when a message asks them to:
- Send or transfer money.
- Change payment or banking information.
- Share a password, verification code, or other credential.
- Open an unexpected attachment.
- Click a link to resolve an urgent problem.
- Provide sensitive company or customer information.
- Bypass a normal company process because something is supposedly urgent.
A polished email is not proof that a request is legitimate.
Urgency Is a Common Red Flag
Phishing messages often try to create pressure. The sender may claim an account will be suspended, a payment is overdue, or a request must be completed immediately. That pressure is designed to make someone act before verifying the situation.
A strong company culture gives employees permission to slow down and verify unusual requests, especially when money, credentials, or sensitive data are involved.
Verify Through a Different Channel
If an email asks for something unusual or sensitive, verify the request independently. Call the person using a phone number you already trust. Start a new message rather than replying to the suspicious one. Contact a vendor through established contact information. The goal is to confirm the request outside the potentially compromised message.
Multi-Factor Authentication Still Matters
Multi-factor authentication adds another layer of protection when a password is stolen or compromised. CISA recommends requiring MFA whenever possible, particularly for systems and accounts that provide access to sensitive information.
Access Control Matters Too
Businesses should also review who has access to systems, applications, and data. Accounts for former employees or unused services should be removed, and administrative privileges should be limited to the people who truly need them.
Backups Are Part of Cybersecurity
If ransomware, hardware failure, or another incident disrupts operations, clean and protected backups can be critical to recovery. CISA recommends backing up critical data and system configurations, and keeping backups protected from the production network.
What About Windows 10?
Standard support for most Windows 10 editions ended on Oct. 14, 2025. Eligible commercial devices can enroll in Microsoft’s paid Extended Security Updates program for critical and important security updates, but ESU does not include new features, general technical support, or nonsecurity updates.
The short version
Extended Security Updates are a temporary bridge, not a replacement for a long-term upgrade plan.
Ask Better Questions This October
Cybersecurity Awareness Month is a good time to ask practical questions about how your business would respond to a real incident:
Six questions worth answering
- Who has access to our systems?
- Are we using multi-factor authentication?
- Would our employees know what to do with a suspicious request?
- Are our computers and software still supported?
- Are our backups protected and recoverable?
- Who should employees contact when something does not look right?
Cybersecurity does not have to be complicated, but it does need to be intentional. The right combination of technology, training, and good business processes can significantly strengthen your defenses.