Cyberhigiena w firmie
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Cyber hygiene in the workplace: why cyber-safe behavior is now a mandatory competency

ByMateusz Karpacz

Imagine getting into a car with zero preparation. You don’t know the rules of the road, you don’t understand how the clutch works, and road signs are as incomprehensible to you as hieroglyphics. Sounds absurd? Yes, but that is exactly what our “entry” into the digital world looks like. We use the internet almost instinctively, some of us since early childhood, yet no one formally teaches us how to do it safely.

Unlike a driver’s license, which requires hours of study, courses, and exams (and even then, accidents happen) – we simply “enter” the internet. No training, no warnings, and no knowledge that a single click can have legal, financial, and emotional consequences.

The Internet for everyone – but we lack the user manual

Today, over 87.6% of the population in Poland uses the internet regularly. Among pupils and students, this percentage reaches as high as 99.9% (source). Every day, we transfer data, click links, share information, open attachments, and log into dozens of platforms. This is a great convenience, but comfort often overshadows risk.

The problem lies not in a lack of technical skills, but in a lack of digital responsibility awareness.

Digital competency is also responsibility for data

Personal, corporate, and operational data are the most valuable assets of any organization today. Companies invest hundreds of thousands in firewalls, SIEM systems, and endpoint security, but the human remains the weakest link. The lack of a cyber hygiene culture is a gap that cybercriminals ruthlessly exploit. According to IBM data, the global average cost of a data breach in 2024 was $4.88 million. Despite this, many IT teams do not plan activities (time, personnel, processes) to effectively educate users on good and bad practices.

What is cyber hygiene?

Cyber hygiene is a set of best practices that allow us to function safely in the digital world. It is primarily about awareness of threats and developing healthy habits to reduce the risk of potential dangers, such as:

  • Phishing and Vishing – psychological manipulation based on urgency or stress.

  • Malware – found in attachments, links, and fake updates.

  • Weak Passwords – reused passwords, lack of MFA, and saving passwords in unencrypted formats.

  • Open Wi-Fi and lack of VPN – risk of data interception.

  • Technostress – digital exhaustion that lowers alertness and leads to errors.

Additionally, cyber hygiene supports mental health – it reduces the stress caused by the pressure of being “constantly online” and helps combat digital burnout. It is a soft skill – closer to organizational culture than an IT checklist.

Main online threats: what to watch out for

Technology surrounds us at every turn, but unfortunately, there is a dark side we often forget – especially when we operate:

  • Under stress

  • In a hurry

  • Under time pressure

  • In a multi-tasking environment

In these moments, it is particularly easy to be careless, and one mistake can have serious consequences. A striking example is the story of a company whose fate was sealed by… a single weak password.

According to the BBC, the British transport firm KNP Logistics, which had been operating for over 158 years, fell victim to a ransomware attack by the Akira group. Cybercriminals exploited a weak password to gain access to the company’s systems and then encrypted key data. The organization likely lacked up-to-date backups to restore the data necessary for continued operations.

The hackers demanded a ransom estimated at up to £5 million – an amount the company was unable to pay. Even if they had the funds, payment would not guarantee system restoration. This profound operational lock-out led to the paralysis of their activities and the ultimate collapse of KNP Logistics.

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What to watch out for in daily work:

Phishing and Social Engineering:

  • Unexpected emails with urgent requests for data or payments.

  • Links leading to suspicious websites (always check the URL before clicking).

  • Attachments from unknown senders.

Password Management: 

  • Using the same password for multiple accounts.
  • Weak passwords like “123456” or “password”.
  • Saving passwords in unencrypted notes or browser .

For this category, consider a password manager for teams—we recommend perc.pass

Device Security: 

  • Leaving workstations unlocked. 
  • Using publick Wi-Fi for work.
  • Neglecting software updates.

Data Management: 

  • Sharing confidential information via unsecured channels.
  • Storing company data on private devices.
  • Lack of backups for important files.

Why is it so hard to implement secure habits

It is a process that requires radical changes, and the changes take time. In the rush of daily tasks, time is a luxury. Because many have functioned without these habits for so long, it is easy to downplay them or think “it doesn’t apply to me”.

Main barriers include: 

  • Optimism Bias – “it won’t happen to me.” 
  • Information Overload – too many new rules at once.
  • Lack of Immediate Gratification – the results of cyber hygiene are not immediately visible. 
  • Resistance to Change – especially among experienced employees. 

Building new habits while “in the middle of the race” is difficult, but not impossible. It requires systematic work and commitment.

How can organizations effectively educate employees?

The organizational environment is a unique space. It is often gihly diverse – with different departments, distinct responsibilities, habits and routines. However, digital security applies to everyone individually; it is not just about the organization’s well-being, but the interest of every single person. This is a crucial element that every employee should understand. The goal is not to complicate their daily tasks, but to ensure that sound cyber hygiene principles become second nature – an automatic habit that feels natural over time.

Tailored Training:

  • Basic training for all employees.
  • Specialized sessions for IT departments.
  • Simplified programs for those with lower technical awareness. 
  • Advanced courses for managers and executives.

Practical Support Tools:

  • Phishing attack simulations. 
  • Secure communication apps.
  • VPNs for remote work.

 
Building a “Stop, Think, Report” culture – choosing reaction over indifference.

Where to start building a security culture?

Simple steps for a good start: 

  1. Awareness Audit: Evaluate employees through surveys and phishing simulations.

  2. Leadership Engagement: Management should actively communicate the importance of security. When the CEO personally speaks about cyber hygiene, employees take it seriously.

  3. Security as an Onboarding Element: Not as an afterthought, but from day one. New hires should learn cyber hygiene principles alongside HR procedures.

  4. Integration with HR and Compliance: Security cannot be the domain of IT alone. It must become part of the organizational culture at every level.

  5. Transparency and Feedback: After every incident – root cause analysis and education, without a culture of blame. People must feel safe reporting errors.

  6. Gamification of Learning: Contests, rankings, and rewards for best cyber hygiene practices. Positive reinforcement works better than fear.

Organizations with a mature cyber culture share a common trait – security becomes part of the company’s identity, not just a set of regulations.

Time for a "digital driver's license"

Just as we need a driver’s license to operate a car, we need fundamental knowledge of cyber hygiene to use the internet safely at work. Perhaps the time has come to introduce a “digital driver’s license” for users?

Cyber hygiene in a company is an investment in data security, business continuity, and the team’s peace of mind. Above all, it is an investment in the stable future of the organization in the digital world.

FAQ – Frequently Asked Questions about Cyber Hygiene

How often should employees receive cybersecurity training?

Short sessions (15–30 minutes) every 2–3 weeks, plus one major training session per quarter, are optimal. Regular reminders are more effective than intensive but infrequent training.

First, check if the rules are clear and practical. Resistance often stems from overly complicated procedures. Focus on education and positive examples instead of punishments.

Yes, often even more than large corporations. Small businesses are frequent targets of cyberattacks because they tend to have weaker security. The good news is that programs for small companies can be simpler and more cost-effective.

Monitor the following: the number of reported suspicious emails, phishing test results, incident response times, and awareness levels in surveys. The most important indicator is the reduction in the number of incidents caused by human error.

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