Cybersecurity Lingo: What SMBs Need to Know
The idea of cybersecurity — and all the technical jargon that surrounds it — can be overwhelming for SMB leaders. You know you need to protect your company’s data and systems, but where do you start? How do you know what to ask about when you’re looking for an IT services provider?
The first step is to get familiar with common cybersecurity terms so you know how to talk to a managed security provider that can help you — and understand the services they’re offering.
Malware and viruses
Think of malware and viruses as sneaky burglars for computers, breaking in to steal all your most valuable data or harm your computer. Malware and viruses are common issues for both individuals and businesses, so they’re critical to understand.
Both can be used to take over your company’s systems, steal important and confidential data, or even completely disrupt or disable your operations. Ransomware is a particularly devious form of attack in which hackers steal your data and hold it hostage until you pay. Even if you do pay, your data is often never fully recovered.
According to a 2026 report by Sophos, the most common root causes of ransomware were malicious emails (typically attachments that look legitimate that launch a virus when you click to open them) at 26%, phishing (more on this below) at 24% and compromised credentials at 23%. As a root cause, exploited vulnerabilities (18%) are now half as common as they were in 2023 (36%). That’s some good news — it means companies are protecting their systems better lately.
What it means to your SMB
Bad actors used to find weak points in your systems to launch a ransomware attack — now they prey on your team, taking advantage of their better natures and counting on human error to take over.
Phishing and Deepfakes
One of the ways cybercriminals come after your team is phishing and its newer partner, deepfakes. What’s the difference? Phishing attempts are text-based emails or messages trying to trick you into giving away personal details, like passwords or credit card numbers, while deepfakes are video or audio interactions created with AI to target that same type of sensitive data. Both can be incredibly believable, making it all the more tricky to catch. Phishing attempts can include:
- An email that looks like it’s from your company’s bank, telling you that there’s fraudulent activity on your account, enticing you to call or email them to straighten it out. Bad actors then find a way to get you to share your account information so they can access your funds.
- A text that seems to be from an important person in your company, asking for gift cards, money orders, or banking data in a hurry to address an urgent issue. Because it appears that the message is from someone you know and trust, you can be tricked out of data like company tax IDs and banking data.
- A phone call that sounds like a colleague asking for a password they’ve forgotten. It sounds just like them (thanks to AI), so you feel comfortable sharing it, and, before you know it, you’ve handed a bad actor the keys to your systems and a potential point of entry for ransomware.
Most phishing and deepfake scams use the concept of urgency and threats to your business’s operations or finances to get you to act quickly without taking the time to consider the source. Most of us are likely to panic and want to resolve the issue as quickly as possible — playing right into a scammer’s hands.
The key is to slow down and then contact that person directly through a known method like a call or text that you initiate. Don’t reply to the communication — you’ll be talking to the scammer. Instead, start a new conversation and confirm that your coworker is really the one making the request.
What it means to your SMB
Training your team regularly on these concepts is a necessary part of doing business. Once a year just won’t do the trick because the technology to implement these schemes is getting better all the time. Plus, your team is busy with their duties for your business and can grow complacent over time. It’s best to maintain a strong training schedule to encourage savvy cybersecurity practices.
VPN
There are two types of virtual private networks (VPNs) to be aware of. The most useful for an SMB is a remote access VPN, which allows your team to securely access your systems even when they’re away from your physical location. Anonymizer VPNs are helpful during business travel if you must be on a public network.
Using a VPN is a way of protecting your business from outsiders poking around your web traffic and potentially causing harm. It protects your data — and your customers’ data — from being intercepted and manipulated by bad actors. Using multifactor authentication and strong password practices both go a long way in securing VPN access.
What it means to your SMB
If your company will continue to offer remote work opportunities, a VPN should be part of your business’s remote work setup. Even if you don’t, a VPN is valuable when employees are traveling for work.
Multifactor Authentication (MFA)
Most of us are already familiar with multifactor authentication because we use it with bank accounts and other important logins. In your business, it’s just as important to have a multi-step way to prove it’s really an employee logging in.
These days, a password or a code sent to your email or phone just isn’t enough protection for sensitive systems. MFA uses three factors to make sure you are who you say you are.
- Something you know (a password)
- Something you have (a security token or your phone)
- Something you are (biometric data, like face or fingerprint recognition)
What it means to your SMB
MFA has been adopted by organizations that handle sensitive data like personal, financial, educational, and tax information because federal and state regulations are increasingly requiring them to do so. If that’s your organization and you’re not using MFA to allow access to your systems, you need to start so you can be compliant with the regulations that apply to you — and prevent costly damage to your business.
Encryption
Encryption turns your data into a secret code that only certain people or systems can understand. It’s like sending a secret letter that only your friend knows how to decode.
Data encryption is an important component of cybersecurity. It’s used to protect sensitive company data, such as the health or financial information of your customers, by making it harder for criminals to access the data if they get past other security measures. If data is encrypted properly, bad actors won’t be able to do anything with it if they do gain access.
The trouble is, not enough companies are encrypting their data. According to the 2026 IBM Cost of a Data Breach Report, 58% of companies that experienced a breach last year weren’t encrypting their sensitive data at rest (when it’s being stored) or in transit (as it moves through your network). One in 1O organizations didn’t know if their data was encrypted or not. (Do you?)
What it means to your SMB
Beyond the actual protection encryption provides your company and your customers, there’s an emotional reason to use encryption and other cybersecurity best practices — your customers’ trust. Data from a 2026 Cisco study shows that providing clear information about how you’re using data is a top way to gain customer trust. Properly encrypting data and sharing with customers that it’s part of your cybersecurity strategy will make them more comfortable with your company.
Overwhelmed? Let a pro help
Now that you know a few of the basics, we hope you feel more comfortable as you explore the right cybersecurity options for your company. If you need help with the next steps, our team is ready to guide you. We have the experience to get — and keep — your Kansas City SMB covered when it comes to cybersecurity. Let’s talk about your needs today.