Three years ago, I got a phone call that still gives me chills. A client’s entire business was locked down by ransomware. Every computer, every file, everything was gone. They had to pay $75,000 just to get their data back.
That day changed how I think about cybersecurity. Since then, I’ve helped over 200 businesses protect themselves from ransomware attacks. Today, I’m sharing everything I’ve learned so you don’t have to go through what my client did.
What Is Ransomware Really?
Think of ransomware as a digital kidnapper. It sneaks into your computer, locks up all your files, and demands money to give them back. The worst part? Even if you pay, there’s no promise you’ll get everything back.
I’ve seen ransomware attacks jump by 81% in just the past year. The average cost to recover? Over $4.6 million per attack. But here’s the good news – most attacks can be stopped before they start.
How Ransomware Gets In
After investigating dozens of attacks, I’ve found that ransomware usually gets in through these ways:
- Email tricks – Fake emails that look real but contain harmful links
- Bad websites – Visiting infected websites that download malware
- USB drives – Plugging in infected flash drives
- Remote access – Hackers breaking into systems through weak passwords
- Software holes – Outdated programs with security gaps
Last month, I helped a law firm that got hit because someone clicked on a fake invoice email. It looked so real that even I might have clicked it.
The Real Cost of Ransomware
The ransom payment is just the beginning. Here’s what really hurts businesses:
- Lost work time while systems are down
- Paying employees who can’t work
- Losing customers who can’t wait
- Legal costs and fines
- Damage to your reputation
I worked with a restaurant that was shut down for two weeks. They lost $50,000 in sales and had to lay off three workers. The ransom was only $10,000, but the total damage was much worse.
Build Your Defense Plan
Step 1: Train Your Team
Your employees are your first line of defense. I always tell my clients that people are more important than technology.
Teach your team to:
- Look twice before clicking any link
- Never open attachments from unknown senders
- Report suspicious emails right away
- Use strong, unique passwords for everything
Run fake phishing tests monthly. I do this with all my clients, and it works. One company went from 40% of people clicking bad links to just 3% in six months.
Step 2: Back Up Everything
This is your safety net. I use the 3-2-1 rule with all my clients:
- 3 copies of important data
- 2 different storage types
- 1 completely offline backup
Test your backups every month. I can’t tell you how many times I’ve seen companies think they had good backups, only to find out they were broken when they needed them most.
Step 3: Keep Software Updated
Old software is like leaving your doors unlocked. Set up automatic updates for:
- Operating systems
- Antivirus programs
- Web browsers
- Business software
I helped one client who got hit because their accounting software was six months out of date. The update that would have stopped the attack was sitting there waiting to be installed.
Step 4: Use Strong Access Controls
Not everyone needs access to everything. Follow these rules:
- Give people only the access they need for their job
- Use two-factor authentication everywhere
- Remove access immediately when employees leave
- Monitor who’s accessing what and when
I once found that a company still had login access for 15 former employees. Any one of those accounts could have been used by hackers.
Step 5: Network Security
Think of your network like a castle. You need multiple walls of defense:
- Firewall to block bad traffic
- Antivirus on every computer
- Network monitoring to spot unusual activity
- Separate networks for different functions
Put your guest WiFi on a completely separate network from your business systems. I’ve seen attacks spread from a visitor’s infected laptop to the main business network.
What to Do If You Get Hit
Even with perfect protection, attacks can still happen. Here’s your action plan:
First 10 Minutes
- Disconnect infected computers from the internet
- Don’t turn off computers – you might lose evidence
- Call your IT support team immediately
- Document everything you can remember
First Hour
- Check if your backups are safe
- Call your insurance company
- Notify law enforcement
- Prepare to work offline
Should You Pay the Ransom?
This is the hardest question I get asked. Law enforcement says never pay, and I agree when possible. Here’s why:
- You’re funding more crimes
- There’s no guarantee you’ll get your data back
- You become a target for future attacks
- It might be illegal in some cases
I’ve worked with companies that paid and still never got all their data back. Good backups are always better than hoping criminals keep their word.
Tools That Actually Work
You don’t need expensive enterprise solutions to stay safe. Here are tools I recommend for small and medium businesses:
For Backup
- Cloud backup services with versioning
- External drives stored offsite
- Network attached storage (NAS) devices
For Protection
- Business-grade antivirus with behavioral detection
- Email security filters
- Endpoint detection and response (EDR) tools
- Network monitoring software
Create Your Action Plan
Here’s what I tell every client to do this week:
- Monday – Test your current backups
- Tuesday – Update all software and operating systems
- Wednesday – Review who has access to what
- Thursday – Train your team on phishing emails
- Friday – Write down your incident response plan
The Small Changes That Make Big Differences
After helping hundreds of businesses, I’ve learned that simple changes often work better than complex solutions:
- Change default passwords on everything
- Turn on automatic updates
- Use a password manager
- Keep one backup completely offline
- Practice your response plan twice a year
Why This Matters Now
Ransomware isn’t going away. The criminals are getting smarter, and the attacks are getting more targeted. Small businesses are especially at risk because they often have less protection but valuable data.
I started writing this article because I’m tired of seeing good businesses destroyed by preventable attacks. Every company I’ve helped recover from ransomware says the same thing: “I wish I had done this sooner.”
Your Next Steps
Don’t wait for an attack to happen. Start with one thing today:
- If you don’t have backups, set them up this week
- If you haven’t trained your team lately, schedule it now
- If your software is out of date, update it today
- If you don’t have a response plan, write one this month
Remember, you don’t have to be perfect. You just have to be better prepared than the next target. Most ransomware attacks look for easy victims. Make your business a hard target, and they’ll move on to someone else.
The best time to prepare was yesterday. The second-best time is right now.
What questions do you have about protecting your business from ransomware? Share your concerns in the comments, and I’ll help you create a plan that works for your situation.