Despite advances in security technology, organizations cannot overlook the role of employees in identifying and reporting security incidents. While proactive tools and solutions may be able to identify certain threats, employees still play a larger role in reporting and escalating them to the security team for effective resolution.
However, recent reports indicate that less than 10% of employees across industries escalate phishing emails to their security teams, despite it being one of the most common security threats. This significant lack of reporting can be caused by several factors: the general belief that someone else will solve the problem, the fear of retaliation for false alarms or errors, and a fundamental underappreciation of the personal role in the security of the organization. Not to mention, shaming employees for their past mistakes also contributes to fewer escalations.
Addressing these barriers is critical as the cyber threat landscape becomes increasingly complex. So let’s discuss the three most important strategies that organizations can use to encourage their staff to report security issues efficiently.
Director of Cyberpsychology at Immersive Labs.
Build understanding and awareness
One of the fundamental reasons employees fail to report safety incidents is a lack of understanding of what constitutes a safety threat and why this knowledge matters. To combat this, organizations should prioritize comprehensive cybersecurity education that covers the mechanics of threats such as phishing and malware, and how these threats can harm the business.
Effective training programs must go beyond traditional, often boring security lessons. They should increase an employee’s perception of risk and demonstrate how serious a potential threat can be, both to the organization and to themselves. This can be achieved through realistic scenarios and interactive sessions that highlight the direct consequences of security breaches. For example, training must be adaptive and responsive to the latest threats so that employees are not just passive recipients of information, but also active participants in their security education. Training programs must create a common consensus among the entire workforce that a serious breach could affect the stability of the company and also jeopardize their jobs.
Furthermore, reporting any unusual activity should be clearly communicated as a crucial organizational mandate. Employees need to understand that their proactive action can significantly reduce the risk of a minor incident turning into a major breach. Our recent research shows that while technical staff are generally prepared for the early stages of an attack, the actual challenge – and the need for reporting – increases significantly in the aftermath. Building and proving cyber capabilities among staff through ongoing training is critical to creating a more effective cybersecurity culture that leads to greater reporting.
Therefore, organizations must ensure that their cybersecurity education programs are relevant, engaging, and continually updated so that employees gain the knowledge and motivation needed to respond to threats. By understanding the “why” behind the importance of reporting, as well as the “how” of the process, employees are more likely to take personal responsibility and contribute effectively to their organization’s security posture.
Streamlining the reporting process
To promote a responsive security environment, the process for reporting security issues should be as smooth as possible. Employees often face barriers, such as complicated reporting mechanisms or unclear instructions, that can prevent them from reporting. Simplifying these processes can significantly increase reporting rates and, by extension, improve the organization’s overall security posture.
Clear, simple and easily accessible reporting mechanisms are essential. These systems must be intuitive and integrate seamlessly with the daily tools and workflows that employees already use. It is also important to ensure that all employees are familiar with these mechanisms and understand how to use them effectively without hesitation or confusion. Business leaders must build an organizational culture where everyone is encouraged to develop reporting capabilities and discuss potential shortcomings, rather than being shamed or scrutinized for a lack of skills.
Furthermore, immediate feedback after notification can also play a crucial role in reinforcing positive behavior. When employees report a potential security issue, quickly and positively acknowledging their action can validate their decision and encourage them to continue participating in protecting the organization. This feedback loop builds trust and demonstrates the company’s commitment to quickly addressing security issues.
Encouraging a reporting culture
Developing an organizational culture (in addition to policies and processes) in which reporting security issues is viewed positively is extremely important. In a supportive environment, employees are more likely to report incidents without fear of retaliation or judgment. This positive reinforcement is critical to transforming passive observers into active safety advocates.
Leadership plays a crucial role in fostering this culture. Leaders can set a powerful example by actively modeling desired behaviors, such as openly discussing their own experiences reporting security issues. In concrete terms, a top-down approach can be very effective, where safety is championed by everyone from the CEO to the newest employee. Leaders must communicate that reporting is not only a responsibility, but also an act of protecting the organization and its people.
Additionally, deploying security champions across departments can provide colleagues with a trusted point of contact who can provide guidance and reassurance about the reporting process. These champions can also help ensure security remains a topic of regular discussion, keeping it relevant and top-of-mind at all levels of the organization.
Companies should also focus on learning from every reported incident, regardless of its outcome. Celebrating rather than blaming these learning opportunities creates a more open and proactive reporting environment. This can be achieved by sharing stories of successful threat mitigation emerging from employee reports, thereby educating and motivating staff.
Ultimately, by valuing and encouraging open communication and ongoing cybersecurity practices – and by avoiding shaming employees for their cyber mistakes – organizations can create a robust culture where employees feel confident and supported in their roles as key players in cybersecurity defense . This culture improves the safety position and contributes to a more engaged and committed workforce.
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