Cyber security training for employees: a how-to guide

The way we work has changed—permanently. As of late 2024, more than 30% of the U.S. workforce operated in a hybrid or fully remote setting, according to Gallup, and globally, remote work adoption continues to rise. While flexibility has become the norm, it has also opened new doors for cyber threats.

From home Wi-Fi networks to personal smartphones used for work tasks, the digital perimeter has expanded far beyond the office—and with it, the risks. Employee-owned devices, unsecured connections, and inconsistent cyber hygiene have made businesses more vulnerable than ever.

That’s why cybersecurity training for employees isn’t optional—it’s essential. Your team is your first line of defense. When they understand the risks and know how to respond, you dramatically reduce your chances of a data breach, phishing attack, or device compromise.

This guide will walk you through everything you need to build an effective training program—from checklists and timelines to motivating your team and tracking success.

What should a cybersecurity training include? (with checklist)

Employee cybersecurity training shouldn’t feel like a check-the-box exercise—it should actually equip your team to recognize and respond to real threats. Information security and data security are critical components of any effective cybersecurity training program, helping to protect sensitive information and maintain compliance in an increasingly digital world. Whether you’re starting from scratch or refining your program, here’s what effective training should always include.

Key topics to cover in employee cybersecurity training

Use this checklist to build a strong foundation for your training content:

• Strong Password Practices & MFA: Teach the importance of complex passwords, password managers, and enabling multi-factor authentication for all work accounts.
• Phishing & Email Threats: Use real-world examples and simulations to help employees spot suspicious links, spoofed domains, and urgent-sounding requests.
• Device & Mobile Security (BYOD Policies): Employees should know what to do if their device is lost or stolen—and what your BYOD policies cover in terms of personal device use.
• Safe Internet & Cloud Usage: Cover best practices for using unsecured networks, downloading files, and accessing cloud apps securely.
• Remote Work Protocols: Reinforce VPN use, secured Wi-Fi, physical device protection, and the risks of using public access points.
• Social Engineering Awareness: Go beyond phishing! Include tactics like baiting, tailgating, and pretexting. The more relatable the examples, the better.
• Handling of Sensitive Data: each employees how to classify and store sensitive information, and how to comply with internal data handling policies.
• Reporting Suspicious Activity: Make it easy and non-intimidating for employees to report a security concern. This step is often overlooked.
  

Why is training employees on cyber security important?

When it comes to cyber security, you must take a proactive approach. According to the National Institute of Standards and Technology, organizations “should assume that malicious parties will gain control of telework client devices and attempt to recover sensitive data from them or leverage the devices to gain access to the enterprise network.”

Here are three quick statistics that highlight the importance of training employees in cyber security awareness:

• 95% of cybersecurity issues are caused by human error.
• There is a hacker attack every 39 seconds.
• The global average data breach cost was $4.45 million in 2023.

 How to train employees on cyber security: 10 tips for success

To minimize the risk of a network intrusion, it’s necessary to bolster your first line of defense against external threats—AKA training your employees on cybersecurity best practices. Here are our expert tips for how to train employees on cyber security, both in-person and remote. 

1. Develop a cyber security policy

It’s hard to get your employees to follow the rules if they don’t know what they are. The question is, do you know what they are?

The first step to training employees on cyber security is developing a company-wide cyber security and device policy. These policies should be formally documented and shared with all employees upon hiring. But don’t let it stop there. Engage in discussions with employees about security policies periodically throughout employment, and test them periodically to ensure ongoing adherence to policies.

2. Help your employees understand cyber security

The next step to getting employees acquainted with cybersecurity education is to outline a clear message about your company’s cyber security policies, training, and plans in place.  Such a message needs to be understandable, relatable, and diversified.

• Understandable – Avoid technical jargon that may confuse employees and cloud your message. When possible, use simplified terms that are accessible to the non-tech-minded layman.
• Relatable – When talking about external threats, make it less about the central network and more about personal computer safety and home network intrusion. This way, employees can personally relate to the danger if it’s framed in terms of their phone or laptop. This enables them to have a personal stake in the security plan: no one wants to be the reason for a data breach that affects the whole company.
• Diversified – A simple email outlining everything may not be enough. Think about how many emails the individual employee receives. By diversifying your communications strategy, you can ensure that employees read the message instead of dismissing it as just another announcement.

3. Make following protocol a priority

In the event of a data breach, it’s important for employees to know the proper protocol. This should include steps such as reporting any suspicious activity, changing passwords regularly, and keeping software up to date. Make sure these protocols are clearly communicated and emphasized to your employees.

In addition to external threats, educating employees about internal threats is crucial. This includes actions such as sharing confidential information with unauthorized individuals or using company devices for personal use. By creating a culture of security awareness within the company, employees will be more likely to report any suspicious behavior from their colleagues or themselves.

4. Provide regular cyber training and updates

All employees should undergo cyber security training during their onboarding process, but regular training is important for all employees. Cyber security training should cover potential threats and how to prevent them. This can include phishing scams, social engineering tactics, and malware protection. It's also important to have a designated IT team or individual who can handle any security incidents that may occur.

And on that note…

Take advantage of online cybersecurity courses. There are plenty of online resources for training employees on cybersecurity awareness, and not all of them have to be paid.

For management:

• The FTC (Federal Trade Commission) website has educational resources for small business owners and managers. They also have cybersecurity quizzes to test what you learned.
• This cyberdefense learning toolkit from the Department of Homeland Security is specifically designed for small business owners as well.
• The Center for Internet Security’s 20-step organizational control program teaches good cyber defense habits, identification of suspicious behavior, and generates a skills gap analysis.
• The Federal Virtual Training Environment provides a comprehensive 6-hour course for managerial-level members, divided into 30 modules.

For employees:

• The National Institute of Standards and Technology has a list of free and low-cost online training content specifically designed for employees, including webinars, short courses, quizzes, and certification.
• This webinar series from the National Cybersecurity Alliance releases one video every other month, starting in November 2019, and ending in November 2020.

• ESET offers a free one-hour training course that teaches best practices for remote employees. The paid version includes dashboard tracking of employee progress, a phishing simulator, and certification and LinkedInLinkedin badges.
• FEMA’s IS-0906 course on workplace security awareness takes only 1 hour and tackles risks, prevention measures, and response actions for remote employees.

5. Encourage taking great care of your devices

A Forrester survey found that 15% of company breaches are caused by lost or missing devices. Whether it’s a corporate or personal device, training your employees about cybersecurity includes bringing awareness that their gadget acts as a gateway to your organization’s network. This makes it important to take care of their device and use it properly, even in the confines of their home.

Help increase good device ownership by conducting the following:

• Teach the difference between personal and corporate usage.
• Make it mandatory to have a work account that’s subject to monitoring, restricted installations, and web filtering.
• Beware of old-fashioned loss and theft.
• Make sure security patches and OS updates are followed.

A device management and monitoring solution, such as our Multi-OS Device Remote Management can help mitigate risk by automating the push updates and tracking the device’s status and its location at all times. But this should only serve as a backup, and end-user security best practices should rest with the employee.

6. Teach employees how to spot suspicious activity

Improve your employees' eyes in spotting suspicious activities to enhance their cybersecurity awareness by teaching them to watch for the following signs:

• Sudden appearance of new apps or programs on their devices.
• Strange pop-ups during startup, normal operation, or before shutdown.
• The device slows down.
• New extensions or tabs in the browser.
• Loss of control of the mouse or keyboard.

Encourage your employees to report suspicious signs immediately. Even if it turns out to be a false alarm, it might still be beneficial to the employee by clearing up errors in their device that hamper productivity.

‍

7. Reinforce confidentiality

Working from home tends to make people more complacent, which extends to cybersecurity. Drill the importance of passwords and authentication even if they work in their PJs. Just because they’re relaxed doesn’t mean security has to be.To avoid cybersecurity threats regarding confidentiality, train your employees by conducting the following:

• Enact periodic and unique password changes.
• Teach employees about the dangers of using universal passwords, and use real-world examples from past data breaches. They might even want to see if their personal account passwords have been pawned.
• Discuss the rationale behind VPNs, multi-factor authentication, and other secure log-on processes and why they are important (despite being time-consuming).
• To combat unsecured storage of company data, provide concrete examples of stolen data incidents caused by an errant thumb drive or compromised personal Dropbox account.

8. Examine individual cases of cybersecurity breaches

Unlike an office environment with a controlled network, your employees’ home computer security can vary widely. Some may connect through their home Wi-Fi, while others may use connections from the public Wi-Fi at a coffee shop.Some may have older devices that are no longer supported by security patches, and it may be necessary to address those concerns by:

• Encouraging employees to use their company-provided devices. If it’s BYOD, check the device brand and model year to see if there are outstanding exploits.
• Do a security sweep of home networks. For example, some older routers may have weaker WEP protocols instead of WPA-2, or some may even have the default password!
• Pay attention to nomad employees and devise a security policy for them since roaming data or public Wi-Fi hotspots bring their unique threats.

9. Require backup of important data

Emphasize that data belongs to the company and must be backed up regularly to prevent loss in case of device failure or cyber-attack. Encourage employees to use company-provided cloud storage solutions or external hard drives for backups—never their personal devices—and remind them to back up their work at the end of each day, especially if they have made significant changes or additions. Here are some tips to keep in mind:

• Regular backups are a vital part of maintaining good cybersecurity practices.
• Provide information on how to set up automatic backups using software programs or built-in features on devices. This can help ensure that important data is always backed up without requiring manual intervention from employees.
• Encourage employees to periodically check their backup files to make sure they are intact and usable in the event of a cyberattack.

10. Make cybersecurity awareness an ongoing conversation

On average, corporate workers spend up to a quarter of their workday on email-related tasks. This makes a one-shot email message about cybersecurity a poor choice, since they may not be able to appreciate the significance or absorb the information in one sitting.Here are some best practices to take with outlining a cybersecurity announcement to your employees:

• Use different approaches to cybersecurity education, such as regular announcements or newsletter updates.
• For each update, follow the KISS rule: Keep It Short and Simple. This way, they can glean the message and retain the information amid their hectic day.
• Follow current trends. If there’s a new type of crypto-malware or exploit that crashes phones with a single message, make sure it reaches your members.
• Use eye-catching tactics each time to get them to absorb the message. Instead of listing dry statistics or do’s and don’ts, try colorful infographics. For long topics, try a video explanation.
• You can even try cybersecurity tests to see if the lessons stick. For example, as part of its email safety education, HP sends out test phishing messages and congratulates employees who report it to IT.

Bridging the gap between IT and employee training

Bridging the gap between IT and employee training requires a collaborative, organization-wide effort. IT and management should work hand-in-hand to develop training programs that address the unique security needs of the business and reflect the latest threat landscape, including social engineering attacks and phishing emails.

Effective security awareness training goes beyond technical instructions—it includes real-world scenarios, incident response planning, and clear guidance on how to handle common cyber threats. Regular training sessions, combined with practical exercises like phishing simulations, help employees recognize and respond to threats before they can impact business operations.

To further strengthen defenses, organizations should implement preventative measures such as multi-factor authentication, enforce the use of strong passwords, and promote data privacy best practices. These steps not only help prevent data breaches but also ensure compliance with industry standards like PCI DSS.

By fostering a culture of security awareness and providing ongoing support and resources, organizations can address vulnerabilities, reduce risk, and ensure that every employee is equipped to protect sensitive data and support the company’s cybersecurity objectives.

Leadership’s role in cybersecurity training

Leadership is the driving force behind a strong security posture in any organization. When business leaders actively promote cybersecurity awareness, they set the tone for the entire company and make security awareness training a top priority. By visibly supporting cybersecurity initiatives, leaders demonstrate that protecting sensitive data is not just an IT concern, but a shared responsibility across all levels of the organization.

Effective leaders understand that cybersecurity awareness is essential for safeguarding critical information and maintaining trust with clients and partners. They ensure that security awareness training is woven into the fabric of the organization, from onboarding to ongoing professional development. By prioritizing cybersecurity, leadership empowers employees to take ownership of their role in protecting sensitive data and reinforces the message that everyone has a part to play in defending against cyber threats.

When leadership champions cybersecurity awareness, it becomes a core value—helping the organization stay resilient in the face of evolving threats and ensuring that security is always top of mind.

How management champions cybersecurity initiatives

Management plays a pivotal role in turning cybersecurity awareness from a policy into a daily practice. By leading by example, managers can show their commitment to security awareness and inspire employees to follow suit. This means not only participating in security awareness training themselves, but also making sure that training programs are accessible, relevant, and regularly updated to address new threats like social engineering attacks and phishing attacks.

A proactive management team encourages open dialogue about security gaps and vulnerabilities, making it easy for employees to report suspicious activity without fear of blame. Recognizing and rewarding employees who demonstrate strong security practices helps reinforce positive user behavior and keeps security top of mind.

Management can also support employee training by allocating resources for ongoing education, sharing updates about emerging cyber threats, and fostering a culture where everyone feels responsible for the organization’s security. By championing these initiatives, management helps reduce the risk of social engineering attacks and other cyber threats, ensuring that security awareness becomes second nature for every employee.

Cybersecurity training for small businesses: where to start

Small businesses are no exception when it comes to cyber threats—in fact, they’re often prime targets. Limited resources, lack of in-house IT, and informal security policies make small teams especially vulnerable to phishing, ransomware, and data loss.

But the good news? You don’t need a six-figure budget to educate your employees and strengthen your defenses.

Why cybercriminals love small businesses

Here’s why small businesses often end up in the crosshairs:

• Fewer cybersecurity defenses
• Employees wear multiple hats (and often skip security protocols)
• Outdated software or unmanaged devices
• No formal security training or incident response plan

Even if you think “we’re too small to be targeted,” attackers use automation to scan for low-hanging fruit. If you’re connected to the internet, you’re already a potential target.

3-Step cybersecurity training plan for small teams

Here’s a realistic starting point for small businesses that want to build cybersecurity awareness without overwhelming their team. These steps are designed to help organizations navigate the unique cybersecurity challenges faced by small teams.

1. Start with the basics

Introduce cybersecurity concepts using free resources:

• CISA’s Cyber Essentials Starter Kit
• Prey’s blog posts and downloadable checklists
• Short videos covering phishing, password hygiene, and secure browsing

Tip: Use your weekly team meetings to spend 10 minutes on a quick “security spotlight.”

2. Create simple security policies

Even a one-pager that outlines:

• Acceptable device use
• BYOD (Bring Your Own Device) rules
• What to do if a device is lost or compromised
• Who to report suspicious emails to

Bonus: Print it and stick it on the office fridge or share it via your internal chat app.

3. Practice makes protection

Conduct mock phishing attempts or quizzes to reinforce training. There are free tools that can simulate phishing attacks so your team learns by doing. Measure how many people click and follow up with coaching.

Cybersecurity training costs: what to expect

Cybersecurity training doesn’t have to break your budget—but it’s also not something you want to cut corners on. The cost of training your employees is minimal compared to the financial and reputational damage of a data breach.

Let’s break down what cybersecurity awareness training typically costs—and what factors influence the price.

The cost spectrum: from free to full-service

• Free Government Resources
  Platforms like CISA and FTC.gov offer no-cost training modules, tip sheets, and phishing simulations. They’re great for small businesses or as a baseline.
• DIY Internal Training
  Using internal IT teams to create and deliver training can keep costs low, but requires time and up-to-date security knowledge. You’ll spend more in labor than in software.
• Paid Awareness Platforms
  Platforms like KnowBe4, Hoxhunt, or Terranova offer automated courses, phishing tests, and gamified learning. These typically range from $10–$30 per user/year, depending on company size, features, and support.
• Custom Training or Consulting
  For highly regulated industries (finance, healthcare, government), you might need a tailored program. Prices can range from $3,000 to $15,000+ per year, depending on complexity and whether it includes in-person sessions.

Is it worth it?

Here’s some perspective:
The average cost of a data breach in the U.S. is $9.44 million (IBM, 2022). If phishing or human error causes even one security incident, the ROI of proactive training becomes crystal clear.

Cybersecurity training is not a cost—it’s an insurance policy against avoidable risk.

How often should you train employees on cybersecurity?

One-and-done security training doesn’t cut it anymore. With cyber threats constantly evolving, your employees need regular reinforcement to stay sharp and confident in their decision-making.

Training frequency: what's ideal?

• Onboarding
  Every new hire should receive cybersecurity training as part of their first-week orientation. It sets expectations from the start and builds security awareness into your culture.
• Quarterly Refreshers
  Keep the momentum going with short quarterly modules or live sessions. Cover recent threats, internal policy updates, or results from your latest phishing simulations.
• Annual Certifications or Reviews
  Formal training programs—especially in regulated industries—should include annual reviews and sign-offs to meet compliance and risk management standards.

Keep it engaging: gamification & microlearning

Long, boring training videos? Not helpful.
Instead, break training down into digestible, engaging formats:

• Interactive quizzes and short videos (5–10 minutes each)
• Scenario-based challenges (e.g., “Would you click this email?”)
• Badges and progress tracking to reward learning milestones

Gamified training not only improves retention but also boosts participation.

Measuring effectiveness: what to track

To know if your training is working, monitor:

• Phishing simulation failure rate (how many employees click fake phishing emails)
• Incident reporting rate (do employees actually report suspicious activity?)
• Policy adherence (are secure practices being followed?)

These KPIs help you fine-tune your program and justify training investments.

Pro Tip: Benchmark your KPIs each quarter. Celebrate improvement, and investigate drops in performance.

How to motivate employees to take cybersecurity seriously

Let’s be honest: not every employee is excited about cybersecurity training. But they do care about protecting their work, their team, and their reputation. The key is framing cybersecurity as something personal and empowering—not technical and tedious.

Tell stories that hit close to home

Dry stats don’t stick. Real examples do.

• Share anonymized phishing fails from inside your org (with permission)
• Walk through real-life breach stories and how they could’ve been prevented
• Invite IT or security staff to share experiences in team meetings

When employees understand the human side of cybersecurity, they pay more attention.

Use positive reinforcement

You don’t have to scare people into caring. Instead:

• Celebrate security wins (e.g., “Most Reported Phishing Emails” award)
• Offer small incentives like gift cards, badges, or shoutouts
• Gamify learning with leaderboards and team-based challenges

Recognition makes people feel involved, not policed.

Make it a cultural norm

Cybersecurity shouldn’t be a once-a-year conversation. Keep it visible and part of everyday operations:

• Include security tips in weekly emails or Slack channels
• Create a “Cybersecurity Champion” role in each department
• Make reporting easy and encouraged, not embarrassing

People are more likely to take cybersecurity seriously when they see leadership modeling good habits and encouraging participation.

Final thoughts

Training your employees about cybersecurity awareness allows them to understand how they play a role in protecting your company. Rather than being just another cog in the organization, they are the first set of eyes that guard against external threats. 

Effective cybersecurity awareness relies on clear communication and continuous education for a robust defense against evolving security challenges. Encouraging vigilance and good cybersecurity awareness is something your employees will carry well beyond the confines of the office.