Phishing remains one of the most common and effective ways attackers gain access to business systems. Despite advances in security technology, phishing attacks continue to succeed because they target people, not software.

A strong phishing defense combines awareness, realistic training, and clear processes so employees know what to look for and what to do when something feels off.

Why Phishing Still Works

Phishing attacks are no longer obvious scam emails full of spelling mistakes. Modern phishing messages are often well-written, timely, and designed to look legitimate.

Attackers frequently impersonate:

• Executives or business owners
• Vendors and partners
• Financial institutions
• Cloud services such as Microsoft 365

These messages are designed to create urgency, pressure, or curiosity—conditions that lead people to act quickly without verifying.

Common Signs of a Phishing Email

While phishing techniques continue to evolve, many messages still share common warning signs.

Employees should be trained to pause and verify when they see:

• Unexpected requests for passwords or MFA codes
• Urgent language pushing immediate action
• Links that don’t match the sender’s domain
• Attachments they weren’t expecting
• Requests to change payment or banking details

Training employees to slow down and question unusual requests significantly reduces risk.

Training Alone Is Not Enough

Annual or one-time training sessions are rarely effective on their own.

Effective phishing defense requires:

• Ongoing security awareness training
• Regular reinforcement of key concepts
• Clear reporting procedures
• Leadership participation

Employees should feel encouraged to report suspicious messages, even if they are unsure. A strong reporting culture helps security teams respond quickly and improves overall awareness.

Phishing Simulations Make Training Real

Phishing simulations are one of the most effective ways to reinforce training.

Simulations:

• Expose employees to realistic attack scenarios
• Help identify risky behaviors
• Provide immediate learning opportunities
• Measure improvement over time

Simulations should be used to educate, not punish. The goal is to build awareness and confidence, not fear.

Role-Based Training Matters

Not all employees face the same level of phishing risk.

For example:

• Accounting and finance teams are frequently targeted for payment fraud
• Executives are often targeted for credential theft and impersonation
• HR teams handle sensitive personal data
• Sales teams receive large volumes of external email

Role-specific training helps employees recognize threats that are most relevant to their responsibilities.

What Happens If Someone Clicks?

Even with training, phishing clicks will happen. What matters most is how quickly the organization responds.

Employees should be trained to:

• Report the message immediately
• Avoid interacting further with the email
• Follow clear internal reporting procedures

This is where preparation makes a difference.

For guidance on how to respond when a click leads to a confirmed incident, see:
Incident Response Plan: What to Do When Something Goes Wrong

Phishing, Access, and Lifecycle Hygiene

Strong phishing defense is closely tied to how access is managed across the organization.

Well-documented onboarding ensures employees receive only the access they need. Strong offboarding ensures that unused or compromised accounts are removed quickly, reducing long-term exposure.

Over time, poor access hygiene increases phishing risk by leaving unnecessary accounts, permissions, and credentials in place.

More detail here:
IT Offboarding Checklist: How to Remove Access the Right Way

Leadership Participation Is Critical

One of the most common weaknesses in phishing defense is leadership exemption.

Business owners and senior executives are often the most targeted users, yet they are sometimes excluded from training due to time constraints or perceived inconvenience. This creates a significant risk, as attackers specifically target high-level accounts because of their broad access.

Effective organizations ensure that everyone—including owners and executives—participates in training and understands the risks.

Building a Phishing-Resistant Culture

Phishing defense is not just a technical issue. It is a cultural one.

Organizations that perform well over time:

• Reinforce awareness regularly
• Encourage reporting without blame
• Hold leadership to the same standards
• Continuously improve training based on real-world threats

This approach turns employees into an active layer of defense rather than a liability.

Phishing Training Checklist (Quick Reference)

Every organization should tailor its approach, but the areas below are foundational.

Training

• Provide ongoing security awareness training
• Use realistic phishing simulations
• Offer role-specific education

Reporting

• Define clear reporting procedures
• Encourage fast reporting without penalties
• Review reported messages promptly

Leadership

• Require executive participation
• Reinforce expectations from the top

Response

• Integrate phishing reporting with incident response
• Review and update processes regularly

Frequently Asked Questions

What is phishing?

Phishing is a social engineering attack where attackers attempt to trick users into revealing credentials, clicking malicious links, or opening harmful attachments.

Is phishing training really effective?

Yes. Organizations that combine training with simulations and clear reporting significantly reduce successful phishing attacks over time.

Should executives be included in phishing training?

Yes. Executives are frequently targeted and often have elevated access, making their participation critical.

What should an employee do if they click a phishing link?

They should report the incident immediately and follow the organization’s incident response process.

About the Author

Andrey Sherman is the President of Xvand Technology, a Houston-based Managed Service Provider (MSP) with over 25 years of experience helping SMBs improve security, productivity, and innovation through technology.

Under his leadership, Xvand has built a reputation for its security-first approach, in-house development capabilities, and a commitment to treating technology as a business enabler, not just an expense.

Reviewed by the Xvand Technology Team.