Keeping Your Staff Trained on Cyber Hygiene: A Practical Guide for Small to Mid-Sized Manufacturers

As a manufacturing business owner or manager, you're proud of your craftsmanship and the products you create. But in today’s world, protecting your assets goes beyond the physical shop floor. Cybersecurity isn’t just a concern for big corporations — small and mid-sized manufacturers are increasingly targeted by cyber threats. One of the most effective ways to defend your business is ensuring your staff practices good cyber hygiene.

Why Cyber Hygiene Matters in Manufacturing

Cyber hygiene refers to the routine practices that keep your systems secure and protect against attacks. For manufacturing companies, this includes safeguarding sensitive design files, employee data, production schedules, and customer information. When staff aren’t trained properly, simple mistakes like clicking on malicious links or using weak passwords can open the door for costly data breaches or production disruptions.

Common Cyber Threats Targeting Manufacturing

• Phishing Attacks: Fake emails trying to trick employees into revealing passwords or downloading malicious software.

• Ransomware: Malicious software that encrypts your data, demanding payment to restore access.

• Insider Threats: Accidental mistakes or malicious actions by employees or contractors.

• Third-party Vulnerabilities: Suppliers or vendors with weak security can become entry points for hackers.

Building a Culture of Good Cyber Hygiene

1. Training Your Staff Regularly

Why it matters: Cyber threats evolve constantly. What was safe yesterday may be risky today. Regular training keeps everyone aware of current scams and best practices.

How to do it: Schedule short, focused sessions every 3-6 months. Use real-world examples relevant to manufacturing — like avoiding email scams that pretend to be suppliers or customers.

For practical training materials, the U.S. Department of Homeland Security provides National Cybersecurity Awareness Month resources that are free and easy to understand.

2. Teach Password Best Practices

Simple rules: Use strong, unique passwords for different accounts. Change passwords regularly. Never share passwords, especially over email.

Tools: Encourage the use of password managers like LastPass or Dashlane to securely store and generate complex passwords.

3. Implement Multi-Factor Authentication (MFA)

MFA adds an extra step when logging into systems, usually a code sent to a phone or email. This simple step significantly reduces the risk of unauthorized access.

If your systems support MFA, make it a mandatory part of your security policy.

4. Secure Your Workstations and Devices

• Update your software and operating systems regularly — updates patch security holes.

• Install reputable antivirus and anti-malware programs.

• Lock computers when unattended.

• Use encryption on laptops and portable devices.

5. Be Wary of Phishing and Suspicious Emails

Train staff to recognize common signs, such as unexpected attachments, urgent language, or unfamiliar sender addresses. When in doubt, verify with the sender directly — don’t click on suspicious links.

Creating a Cyber Hygiene Checklist

Use a simple checklist to keep everyone on track:

• Train staff every 3-6 months.

• Enforce strong password policies.

• Require MFA where possible.

• Keep software up-to-date.

• Regularly back up critical data.

• Limit access to systems based on roles.

• Set clear protocols for reporting security incidents.

Lead by Example

As a business owner or manager, your actions set the tone. Practice good cyber hygiene yourself, and show your team that security matters. Recognize those who follow best practices, and make cybersecurity a regular part of your company culture.

Final Thoughts

Staying vigilant and educating your staff about cyber hygiene isn’t a one-time effort — it’s an ongoing process. Small steps, like regular training and simple security rules, can prevent costly breaches and keep your manufacturing operations running smoothly. Be proactive, stay informed, and make cybersecurity a core part of your business’s daily routine.

For more trusted cybersecurity resources tailored for small manufacturing businesses, visit the Cybersecurity and Infrastructure Security Agency (CISA) and Manufacturing.gov cybersecurity tips.