How to Train Your Employees to Spot Phishing Emails

Phishing emails remain one of the most common and dangerous cyber threats facing businesses today. According to recent cybersecurity reports, over 90% of data breaches begin with a phishing attack, and small to medium-sized businesses (SMBs) are particularly vulnerable due to limited resources and training. These deceptive emails trick employees into revealing sensitive information, clicking malicious links, or downloading malware, often leading to costly consequences like ransomware or data theft. For Managed Service Providers (MSPs) and their clients, equipping employees with the skills to identify phishing emails is a critical defense strategy. This comprehensive guide outlines how to train your employees to spot phishing emails effectively, fostering a culture of cybersecurity awareness.

Why Phishing Training Is Essential

Phishing attacks exploit human psychology, not just technology. Cybercriminals craft emails that appear legitimate, mimicking trusted sources like colleagues, vendors, or well-known brands. Employees, often the first line of defense, may inadvertently fall for these scams if untrained. The consequences can be severe: financial losses, compromised customer data, or disrupted operations. For example, a single phishing attack in 2024 cost a mid-sized company an average of $1.8 million, per industry studies. Training employees to recognize phishing emails reduces this risk, strengthens your security posture, and demonstrates a commitment to protecting your business and clients.

Effective training goes beyond one-off sessions. It requires ongoing education, practical exercises, and a proactive approach to evolving threats. Below, we outline a step-by-step plan to train employees, tailored for businesses of all sizes.

Step 1: Establish a Baseline Understanding

Before diving into specific phishing tactics, ensure employees understand the basics of cybersecurity and why phishing is a threat. Start with an introductory session—either in-person or via a webinar—that covers:

• What Phishing Is: Explain that phishing emails are fraudulent messages designed to trick users into sharing sensitive information (e.g., login credentials, financial details) or performing harmful actions (e.g., clicking malicious links or downloading attachments).

• Common Goals of Phishing: Highlight that attackers aim to steal data, install malware, or gain unauthorized access to systems.

• Why Employees Are Targets: Emphasize that cybercriminals exploit human error, not just technical vulnerabilities, and that anyone can be a target, from entry-level staff to executives (a tactic called “whaling”).

• Real-World Examples: Share anonymized case studies of phishing attacks, such as the 2016 attack on a major tech firm where a fake CEO email led to a $40 million loss.

Use simple, non-technical language to ensure accessibility. For instance, compare phishing to a scam phone call pretending to be from a bank. This foundational knowledge sets the stage for more advanced training.

Step 2: Teach Employees to Spot Phishing Red Flags

Once employees grasp the concept, train them to identify the telltale signs of phishing emails. Create a checklist of red flags and reinforce it through interactive workshops or printed materials. Key indicators include:

• Sender Anomalies: Suspicious email addresses (e.g., “support@paypa1.com” instead of “support@paypal.com”) or unfamiliar domains. Teach employees to hover over (but not click) sender addresses to verify legitimacy.

• Urgency or Threats: Phishing emails often create a sense of urgency, such as “Your account will be suspended in 24 hours!” or “Immediate action required!” This manipulates recipients into acting without thinking.

• Generic Greetings: Messages starting with “Dear Customer” or “Dear User” instead of personalized names are often phishing attempts.

• Spelling and Grammar Errors: While sophisticated attacks are polished, many phishing emails contain typos or awkward phrasing, a clue to their illegitimacy.

• Suspicious Links or Attachments: Warn employees to avoid clicking links or downloading files unless they’re certain of the source. Teach them to check URLs by hovering to reveal the true destination (e.g., a fake login page).

• Requests for Sensitive Information: Legitimate organizations rarely ask for passwords, Social Security numbers, or bank details via email.

Provide visual examples during training, showing side-by-side comparisons of legitimate and phishing emails from brands like Microsoft, Amazon, or banks. Encourage employees to question any email that seems “off” and to verify requests through official channels (e.g., calling a known vendor number).

Step 3: Implement Simulated Phishing Exercises

Theory alone isn’t enough—employees need hands-on practice. Simulated phishing exercises are a powerful tool to test and reinforce training. Here’s how to implement them:

• Use Phishing Simulation Tools: Platforms like KnowBe4, Proofpoint, or Mimecast allow you to send fake phishing emails to employees, tracking who clicks links, enters credentials, or reports the email. Many MSPs offer these tools as part of their services.

• Start Simple: Begin with obvious phishing simulations (e.g., poorly formatted emails with clear red flags) to build confidence, then progress to sophisticated ones mimicking real brands or internal communications.

• Provide Instant Feedback: If an employee falls for a simulated phishing email, redirect them to a brief training module explaining what they missed. Avoid shaming; focus on education.

• Reward Reporting: Encourage employees to report suspicious emails (real or simulated) by offering incentives, like gift cards or public recognition, for those who correctly identify phishing attempts.

• Vary Scenarios: Rotate themes, such as fake invoices, password reset requests, or urgent CEO messages, to mimic real-world diversity.

Run simulations quarterly, or more frequently for high-risk roles like finance or HR. Over time, employees will develop a “phishing radar,” instinctively spotting suspicious emails.

Step 4: Foster a Reporting Culture

Training is most effective when employees feel empowered to act. Create a clear, non-punitive process for reporting suspected phishing emails. Steps to promote reporting include:

• Simplify the Process: Provide a dedicated email address (e.g., phishing@company.com) or a “Report Phishing” button in your email client.

• Encourage Vigilance: Assure employees they won’t be penalized for reporting false positives. It’s better to over-report than miss a real threat.

• Act Promptly: When employees report potential phishing emails, have your IT team or MSP investigate quickly and provide feedback, reinforcing trust in the process.

• Share Success Stories: Highlight instances where employee vigilance prevented an attack, such as spotting a fake vendor invoice, to motivate others.

A strong reporting culture turns employees into active participants in your cybersecurity strategy, not just passive recipients of training.

Step 5: Provide Ongoing Education

Phishing tactics evolve rapidly, so training must be continuous. Incorporate these strategies to keep employees sharp:

• Monthly Newsletters: Share quick tips, recent phishing trends, or news about major attacks (e.g., a 2025 campaign targeting remote workers). Keep content concise and engaging.

• Lunch-and-Learn Sessions: Host informal sessions to discuss new threats, like spear-phishing campaigns using AI-generated emails, or to review simulation results.

• Gamification: Use leaderboards or quizzes to make learning fun. For example, award points for spotting red flags in sample emails or reporting simulations fastest.

• Tailored Training for Roles: Provide advanced training for high-risk groups, like executives (targeted by whaling) or finance teams (targeted by invoice scams).

Partnering with an MSP can streamline ongoing education, as they often provide updated training materials and threat intelligence tailored to your industry.

Step 6: Reinforce Training with Policies and Technology

Training works best when supported by clear policies and robust technology. Complement your efforts with:

• Email Filtering: Use advanced spam filters and anti-phishing tools (e.g., Microsoft Defender, Barracuda) to catch malicious emails before they reach inboxes. MSPs can manage these solutions for optimal performance.

• Multi-Factor Authentication (MFA): Require MFA for all accounts to reduce the impact of stolen credentials from phishing attacks.

• Acceptable Use Policies: Outline rules for handling sensitive information, such as never sharing passwords via email, and enforce them consistently.

• Regular Audits: Conduct IT assessments to identify vulnerabilities, like outdated software, that phishing attacks could exploit.

These measures create a layered defense, reducing reliance on human detection alone.

Step 7: Measure and Improve

To ensure training effectiveness, track key metrics and adjust your approach:

• Simulation Results: Monitor click rates, reporting rates, and credential entry rates over time. Aim for a reporting rate above 80% and a click rate below 10%.

• Incident Reports: Analyze real phishing attempts reported by employees to identify gaps in training or emerging threats.

• Employee Feedback: Survey employees to gauge confidence in spotting phishing emails and gather suggestions for improving training.

Share progress with your team to maintain momentum. For example, celebrate when click rates drop significantly after a training cycle.

Conclusion

Training employees to spot phishing emails is a critical investment in your business’s security. By building awareness, teaching red flags, running simulations, fostering reporting, and providing ongoing education, you empower your team to act as a human firewall. Pairing training with strong policies and technology, ideally managed by an MSP, creates a comprehensive defense against phishing threats. Start small, iterate often, and make cybersecurity a shared responsibility. With consistent effort, your employees will become vigilant guardians of your business, protecting it from one of the most pervasive cyber threats in 2025.

For help implementing a phishing training program or enhancing your cybersecurity, contact us for a free IT Assessment and Consultation.