9 Ways to Improve the Cyber Security Processes For Your Agency

This article was written by my business partner Antonio

When we first started our agency, NOVOS, cybersecurity wasn’t at the top of our list of priorities. Sure, I knew the basics—strong passwords, firewalls, antivirus software—but like many agency owners, I thought that the real risks were far away or that a small business like mine was too insignificant to be targeted. Then, one fateful day, it happened to us.

The entire team was scrambling, clients were anxious, and we faced a PR nightmare. In the end, we were lucky—we didn’t need to pay anything and it was resolved quickly. 

That experience changed everything for me. I realised just how vulnerable even small businesses are in the face of increasingly sophisticated cyber threats. The world is changing fast, and cybercriminals are becoming smarter by the day. If you’re running an agency—especially one that handles sensitive client data, digital assets, or marketing campaigns—you need to make cybersecurity a core part of your strategy.

We then went hard on protecting ourselves & here’s why you should too. Here are the steps that can help you boost your agency’s cybersecurity defences based on what I learned the hard way.

1. Implement Multi-Factor Authentication (MFA)

Why it’s critical: One of the easiest ways for cybercriminals to breach your system is through weak or stolen passwords. The first step toward better security is requiring multi-factor authentication (MFA) for all systems that support it. This adds an extra layer of protection by requiring users to verify their identity through more than just a password—often a code sent to their phone or an authentication app.

After our attack, we rolled out MFA for everything—from email accounts to cloud storage. This simple step significantly increases security without requiring a huge investment.

MFA won’t stop every type of attack, but it makes it much harder for hackers to gain access to your systems if they do get hold of a password.

2. Educate Your Team (Cybersecurity is Everyone’s Responsibility)

Why it’s critical: Human error is one of the leading causes of cybersecurity breaches. Phishing emails, in which attackers impersonate legitimate organisations to steal login credentials or install malware, are particularly common. In our case, one of our employees clicked on a phishing link in an email, unknowingly allowing the attackers access to our network.

The lesson here? You can have all the technical defences in place, but if your team isn’t trained to recognize cyber threats, you’re still at risk.

Make cybersecurity training a regular part of your onboarding process and offer refreshers throughout the year. Teach your employees how to recognise phishing attempts, use strong passwords, and report suspicious activity. Regular, short training sessions are often more effective than long, overwhelming one-time seminars.

3. Regularly Update Your Software and Systems

Why it’s critical: Outdated software is one of the most common entry points for cybercriminals. Software providers often release updates that patch security vulnerabilities, but if those updates aren’t applied in time, they leave your agency exposed.

I learned this the hard way after one of our systems was compromised through an unpatched vulnerability in outdated software. It didn’t matter that we had firewalls or antivirus software in place—what mattered was that we were behind in patching our systems.

Set up automatic updates whenever possible across ALL company devices, or assign someone on your team to check for updates regularly. This applies not just to your operating systems but also to all the apps, plugins, and tools your agency uses. Don’t forget about your devices, including smartphones and tablets, which are often overlooked.

4. Backup Everything, and Backup Often

Why it’s critical: When we were hit by a Cyber Attack, it was the fact that many of our critical files weren’t properly backed up that caused the biggest long-lasting issue. That left us scrambling to restore work and recover client data, all while managing the panic of the team and clients.

A strong backup system is your safety net in the event of an attack or system failure. Regular, encrypted backups—stored both onsite and offsite (such as in the cloud)—can help your agency recover quickly if disaster strikes.

In our case, we quickly set up a more robust backup system with automated daily backups to both the cloud and external hard drives. Test your backup systems regularly to ensure they’re working and that you can restore data when needed.

5. Secure Your Network with a Strong Firewall

Why it’s critical: Firewalls are a first line of defence against external threats, but not all firewalls are created equal. Your agency needs a robust, enterprise-level firewall to prevent unauthorized access to your network, especially if you have remote workers or offices in multiple locations.

During the attack on our agency, we realized our firewall was outdated and not properly configured. Since then, we invested in a next-gen firewall that not only blocks malicious traffic but also offers intrusion detection, content filtering, and VPN capabilities for secure remote access.

You’ll also want to monitor your firewall regularly for suspicious activity. Most firewalls offer real-time alerts when something’s amiss, so set them up and make sure someone on your team is responsible for reviewing them.

6. Use Encryption for Sensitive Data

Why it’s critical: Encryption is the process of converting data into a code to prevent unauthorized access. If cybercriminals gain access to your agency’s systems, encrypted data is much harder to exploit. Encryption should be standard practice for any sensitive data, whether it’s client files, email communications, or payment information.

Encrypt data both at rest (stored data) and in transit (data being transferred over the network). Many modern systems offer built-in encryption but make sure your team follows the best practices for encryption and key management.

7. Monitor Network Traffic and Set Up Alerts

Why it’s critical: Modern cybersecurity tools provide advanced network monitoring that can detect suspicious traffic patterns and unauthorized access attempts. By setting up alerts for any anomalies (like large data transfers or unauthorized login attempts), you can catch cybercriminals before they can do significant damage.

Consider using intrusion detection and prevention systems (IDPS) to monitor your network 24/7, especially if your agency stores sensitive data or handles high-value projects for clients.

8. Develop an Incident Response Plan (And Test It)

Why it’s critical: One of the biggest mistakes I made in the aftermath of our cyber attack was not having a clear, tested incident response plan in place. We were in damage control mode, and it took far too long to coordinate a response.

You need a well-documented incident response plan that outlines what to do in the event of a cyber attack. This should include steps for containing the breach, notifying clients, contacting law enforcement, and recovering from the attack.

Make sure to assign roles to specific team members and practice responding to a hypothetical cyber event, so everyone knows their role when the real thing happens. Speed and coordination are crucial.

9. Work with a Cybersecurity Expert or Managed Service Provider (MSP)

Why it’s critical: When our agency was compromised, we learned that we were in over our heads. It was clear that we didn’t have the resources or expertise to handle a large-scale cyber attack. That’s when we decided to bring in an external cybersecurity firm to help us recover and shore up our defenses, and they now still work with us ongoing.

Cybersecurity is complex and constantly evolving. If you don’t have the in-house expertise to manage your agency’s security, consider partnering with a managed service provider (MSP) or hiring a cybersecurity expert. They can help you assess risks, implement best practices, and respond to incidents quickly.

Final Thoughts: Don’t Wait for an Attack to Happen

Cybersecurity isn’t a luxury—it’s a necessity. As I learned the hard way, the consequences of a cyber attack can be devastating to your agency’s operations, reputation, and bottom line. Don’t wait for the worst-case scenario to strike before you start taking cybersecurity seriously.

Invest in the right tools, educate your team, and be proactive about your agency’s security. The peace of mind that comes with knowing your business is protected is worth every penny.