Top 5 Common Ways Businesses Get Breached — And How to Stop Them
If you’ve ever had that sinking feeling your business might be more vulnerable than you thought, you’re not alone. Cyber breaches don’t just happen to the giants like Optus or Medibank — small and medium businesses across Australia are regularly targeted, often because they lack the resources or know-how to defend themselves properly.
At Gray Area Consulting, we’ve seen the same mistakes pop up time and time again. Let’s take a look at the five most common ways breaches happen — and more importantly, how you can stop them in their tracks.
1. Weak or Re-used Passwords
We all know someone who still uses “Password123” — maybe it’s even you. It might seem harmless, but using simple or repeated passwords is like leaving the key under the doormat. Cybercriminals have tools that can guess weak passwords in seconds, and if you’re using the same one across accounts, it only takes one breach to open the floodgates.
How to fix it: Implement a password manager across your organisation and enforce strong password policies. Better yet, go one step further and explore passwordless authentication methods for added security and convenience.
2. Phishing Emails
Phishing remains one of the easiest ways hackers break into businesses. It often starts with a dodgy-looking email pretending to be from a supplier, bank, or even a colleague, tricking someone into clicking a malicious link or handing over login details.
How to fix it: Train your people to spot the signs. A good security awareness program can make a real difference. We recommend checking out our guide on building a human firewall to strengthen your defences from within.
3. Unpatched Software and Systems
Software developers regularly release updates to fix vulnerabilities — but if those updates aren’t installed, your systems are left wide open. It’s like locking your doors at night but leaving the window wide open because it’s easier not to climb up and shut it.
How to fix it: Make regular updates part of your IT routine. Better yet, let your managed IT provider handle it automatically. There’s a reason we say regular updates are critical — because they are.
4. Poor Access Controls
Not everyone in your team needs access to all systems. Giving blanket admin rights is risky — if a staff member’s account is compromised, the attacker can do real damage quickly. It’s like giving every employee keys to the entire building, when most only need access to one or two rooms.
How to fix it: Implement proper identity and access management (IAM) controls. Limit permissions to only what’s necessary. Learn more about why IAM is essential for protecting your business.
5. Lack of Backups and Recovery Planning
We’ve worked with businesses who thought they had backups — until disaster struck and they realised they couldn’t recover their data. Whether it’s ransomware or accidental deletion, not having a tested backup plan can be devastating.
How to fix it: Back up your data daily and test your recovery process regularly. It’s not just about having a copy, it’s about knowing you can get back on your feet quickly. We dive into this further in our article on backup and disaster recovery best practices.
Bonus Tip: Don’t Go It Alone
Cybersecurity can feel overwhelming — and that’s okay. Partnering with a reliable managed IT provider means you don’t have to figure it all out yourself. From patch management to incident response plans, a good provider helps you stay ahead of threats without breaking a sweat.
At Gray Area Consulting, we work with Aussie businesses every day to build practical, affordable solutions that protect what matters. Whether you’re in law, healthcare, finance, or professional services, we’ve got your back. If you’re ready to tighten your cybersecurity game, let’s chat.
