9 best practices (and a bonus one!) to prevent ransomware attacks
Ransomware attacks aren’t just a technical problem, they’re a critical threat to any business, regardless of their size or their sector. One successful breach and your organization could face encrypted files, paralysed systems, and a hefty ransom demand from cybercriminals who don’t play by the rules.
But here’s the good news: ransomware prevention doesn’t have to be rocket science. With the right practices, tools, and employee awareness, most attacks can be avoided altogether.
👉 In this guide, we’ll walk you through 9 essential tips, plus a powerful bonus to protect your business environment, from endpoint to server.
Why is it important for your business to be protected against ransomware attacks?
Ransomware isn’t just another type of malware. It’s a fast-evolving, highly profitable tactic used by cybercriminals to disrupt businesses, encrypt their data, and demand a ransom for access. For many companies, especially SMEs, a ransomware attack can lead to total operational paralysis. That’s why ransomware prevention must be at the heart of your cybersecurity strategy.
It only takes one infected device to bring everything down
Most ransomware attacks begin with a single endpoint… a poorly protected laptop, a misconfigured server, or a user who clicks on the wrong email. From there, the malware silently spreads across your system, exploiting vulnerabilities and escalating privileges. Within minutes, your entire IT environment can be encrypted, leaving you locked out of your own information.
Even businesses with firewalls and antivirus software aren’t immune. Without proper network segmentation, user privilege control, and real-time detection, it’s like locking the front door while leaving the windows wide open. The chain reaction is brutal:
- productivity stops,
- customers can’t access services,
- and your team scrambles in the dark.
The cost of recovery often outweighs the ransom
You might think the biggest expense is the ransom demand itself. Think again. In many cases, companies refuse to pay, only to discover that the recovery process takes weeks and costs tens or hundreds of thousands in lost business, legal fees, data restoration, and communication management.
On top of that, the trust you’ve built with your clients can be shattered. According to Sophos’ State of Ransomware Report, the average recovery cost after a ransomware attack in the UK is over £1 million.
Investing in prevention, immutable backup solutions, and robust incident response plans is significantly cheaper than cleaning up after the fact.
Cybercriminals target all organisations, not just large enterprises
The myth that only big companies are targeted is dangerous. In reality, small and medium-sized businesses are now prime targets because they often lack mature security infrastructure or trained IT teams. Attackers use automated tools to scan for weaknesses, therefore, any system, in any organisation, can be compromised if left exposed.
These days, ransomware is sold as a service (RaaS), making it easy even for low-skilled hackers to launch attacks. Whether you’re a law firm, an e-commerce platform, or a local manufacturing company, your devices, servers, and customer data are all valuable assets on the dark web.
Regulatory compliance demands it
Beyond operational risks, there’s the legal side. Under GDPR and similar data protection laws, businesses must ensure the security and integrity of personal information they store or process. If a ransomware attack results in a data breach, your organisation could face investigations, fines, and long-term damage to your reputation.
More importantly, regulators will ask not just what happened, but what measures you had in place beforehand. That’s why demonstrating proper ransomware prevention (e.g., encryption, authentication, backup, employee training) is essential, both as a defence mechanism and as a compliance requirement.
Tip 1: Regularly backup your data
When it comes to ransomware prevention, backing up your data is one of the most effective and affordable defences you can put in place. Think of it as your last line of protection, because even if a ransomware attack manages to slip through your front-line security, a good backup strategy can help you recover without paying a penny to the attackers.
But here’s the catch: not all data backups are created equal. To be truly effective, your backup system should follow the 3-2-1 rule:
- keep 3 copies of your data,
- store them on 2 different types of storage media,
- and ensure 1 copy is kept off-site or offline, ideally as an immutable backup that cannot be altered or encrypted by malware.
💡 Why immutable? Because cybercriminals are getting smarter. Many now attempt to locate and encrypt backups during the attack itself. An immutable storage solution, such as WORM (write once, read many) technology or cloud-based backups with version history, prevents that.
And don’t just set it and forget it. Regularly test your backups to ensure they're complete, up to date, and recoverable. There’s nothing worse than discovering corrupted or incomplete data in the middle of a crisis.
Backups are not a substitute for prevention or detection, but they are essential for recovery. If your business becomes infected, your backup could mean the difference between full restoration and total shutdown.
Tip 2: Keep systems and software updated
If backups are your safety net, then updates are your front-line armour. Keeping your systems, applications, and security tools fully up to date is one of the most overlooked yet critical steps in ransomware prevention.
Most ransomware attacks exploit known vulnerabilities in outdated software, some of which have had patches available for months, even years. Think of it this way: when a vendor releases a security patch, it’s not just a fix; it’s also a public announcement to attackers: “Here’s a vulnerability you can target in unpatched systems.”
Failing to update essentially leaves the door wide open. Hence, to reduce your exposure, you must enable automatic updates for operating systems (especially Windows), browsers, and core applications. Moreover, regularly patch third-party software, think Java, Adobe Reader, or even printer drivers. Also, keep endpoint security and antivirus tools current to detect the latest malware variants. And don’t forget about firmware updates for network devices like routers, firewalls, and servers. These are often neglected and yet frequently targeted in sophisticated attacks.
For larger organisations, a centralised patch management solution can help automate the process, ensuring every device in your environment is consistently protected.
Tip 3: Use multi-factor authentication (MFA)
Strong passwords aren’t enough anymore. With ransomware attacks increasingly relying on stolen credentials, adding an extra layer of authentication is no longer optional.
Multi-factor authentication (MFA) requires users to verify their identity using two or more methods: something they know (like a password), something they have (like a phone or token), or something they are (like a fingerprint). Even if attackers gain access to login credentials, MFA can stop them from logging in and spreading malware across your systems.
Here’s why MFA is a game-changer in ransomware prevention:
- it protects remote access points such as VPNs, cloud apps, and admin dashboards… which are common entry targets for attackers ;
- it reduces the risk of privilege escalation, where attackers move from one user account to more sensitive systems ;
- it adds critical protection for employees working on personal or unsecured devices, especially in hybrid work environments.
Where should you enable MFA? Everywhere. Start with high-value targets: email accounts, cloud storage, administrative access, remote desktop, VPN connections, and finally internal services like CRM, ERP, or billing platforms
Tip 4: Train employees on cybersecurity awareness
Cybercriminals often rely on social engineering to trick users into opening infected attachments, clicking malicious links, or revealing login credentials. In many ransomware attacks, human error is the entry point.
Effective cybersecurity training transforms your people from potential liabilities into your first line of defence.
🧠 Here’s how to get it right:
- run regular phishing simulations to test awareness and response ;
- teach staff how to spot red flags: suspicious links, spoofed email addresses, unexpected attachments, etc ;
- provide clear protocols for reporting potential threats—better a false alarm than silence ;
- reinforce best practices around passwords, authentication, and device use, especially for remote or hybrid teams.
Training should be ongoing, not a one-off slideshow during onboarding. Use real-world examples, update sessions based on the latest threats, and tailor content to different roles (finance teams, for example, are frequent targets for spear-phishing).
Make cybersecurity part of your company culture. Recognition, gamification, or even a leaderboard for spotting phishing emails can drive engagement and long-term behaviour change.
Tip 5: Implement network segmentation
If a ransomware attack manages to breach your defences, the last thing you want is for it to move freely across your entire environment. That’s where network segmentation comes in.
Instead of having one big, flat network where everything is connected, segmentation breaks it down into isolated zones. Each segment operates independently, with strict access controls between them. If an endpoint in one zone gets infected, the malware can’t automatically spread to your servers, backups, or business-critical systems.
Concretely, isolate admin systems from standard user networks, separate internal services like payroll or HR from customer-facing applications, restrict access between departments (e.g., finance and marketing don’t need to share the same network), and apply tighter rules around sensitive data storage and authentication zones.
Even better, network segmentation supports faster detection. When something unusual happens in a tightly controlled segment, it's easier to notice and respond before the attack escalates.
Tip 6: Limit user privileges
One of the most common mistakes businesses make is giving employees more access than they actually need. If a standard employee can install software, access sensitive files across departments, or interact with critical systems, then so can the malware once it takes control of that account.
The more privileges it inherits, the more damage it can do. That’s why applying the principle of least privilege is essential: users should only be able to access the data, services, and devices necessary for their specific role, and nothing more. Without regular audits and adjustments, your network environment becomes an open playground for attackers.
Reducing privileges also makes detection easier. If a standard account starts behaving like an administrator that's an immediate red flag. You can catch suspicious activity faster and respond before the ransomware spreads.
Tip 7: Secure email and web gateways
Attackers use phishing campaigns to trick users into clicking infected links or downloading compromised attachments. They may impersonate trusted contacts, suppliers, or even internal teams. Once the user interacts, malware silently installs itself, giving cybercriminals a way into your systems.
To block these threats early, you need layered protection. A good email security solution should include :
- spam filtering,
- attachment scanning,
- URL protection,
- and real-time link analysis.
Similarly, a secure web gateway should inspect outbound traffic, block access to malicious websites, and analyse behaviour patterns that indicate suspicious activity.
Many cybersecurity platforms now offer cloud-based filtering, so employees are protected even when working remotely or outside the corporate network. It’s also essential to monitor for advanced phishing techniques like domain spoofing or lookalike URLs, which can easily fool even tech-savvy users.
By filtering threats before they reach the inbox or browser, you're not only reducing the risk of infection, you are buying valuable time for your detection systems and giving your team fewer chances to make a costly mistake.
Tip 8: Disable unused services
Every unnecessary service running in the background is another potential door left open to cybercriminals. In many ransomware attacks, the entry point is an overlooked, forgotten component that no one bothered to turn off.
Modern operating systems and software packages come with a variety of features and services enabled by default. These might include remote desktop protocols, file sharing tools, or legacy components that are no longer in use. If you’re not using them, they shouldn’t be active. Each one increases your attack surface and gives malware more opportunities to exploit weaknesses.
Disabling what you don’t need reduces the number of pathways ransomware can take. It also simplifies your security posture:
- fewer services to monitor,
- fewer patches to manage,
- and fewer surprises when something goes wrong.
This is especially important on Windows servers, older infrastructure, or publicly exposed systems where outdated services are prime targets for automated scans by attackers.
👍 It’s a classic case of less is more: fewer services mean fewer vulnerabilities, less maintenance, and stronger overall protection against ransomware.
Tip 9: Develop and test an incident response plan
No matter how strong your prevention strategy is, you should always plan for the worst. Ransomware attacks can still get through and when that happens, the speed and quality of your response can make all the difference between a quick recovery and a long, expensive nightmare.
An effective incident response plan outlines exactly what to do if your organisation is infected. It defines :
- roles,
- communication channels,
- technical procedures,
- and recovery steps.
In short, it helps you act decisively, without panic, when every second counts.
But having a plan isn’t enough, you need to test it. Simulate a ransomware scenario and see how your team responds.
Can they isolate the affected systems?
Do they know how to switch to clean backups?
Are external partners, like your hosting provider or cybersecurity service, ready to support you?
When everyone knows what to do, you reduce downtime, minimise data loss, and avoid costly mistakes like paying a ransom out of fear or deleting critical logs needed for recovery. Don’t wait for a real attack to find out your plan doesn’t work.
The ultimate tip: Use a cybersecurity software
Even with strong habits in place, no business should face today’s threats without a solid cybersecurity solution. For small teams, especially those without in-house IT support, Kaspersky Small Office Security (KSOS) offers an all-in-one shield that’s remarkably simple to deploy.
⚒️ Designed specifically for businesses with up to 25 users, KSOS combines :
- advanced ransomware protection,
- antivirus,
- file encryption,
- backup tools,
- and even password management,
… all in a lightweight, easy-to-use package.
It doesn’t just detect malware, but it actively prevents it from spreading, thanks to its real-time monitoring and behavioural detection engine.
What sets KSOS apart is its rollback feature. If a ransomware attack slips through and starts encrypting files, the system can automatically restore affected files and reverse harmful changes, minimising downtime and avoiding data loss. For businesses that handle sensitive information, like those in finance or healthcare, this feature alone is a game-changer.
Another standout is the Safe Money technology. Every time you initiate an online financial transaction, KSOS launches a secure browser environment that isolates sensitive activity from potential threats. This means your payment data stays protected, even if your system is exposed elsewhere.
If your team values prevention, control, and ease of use, KSOS is the kind of solution that not only blocks ransomware, but also helps your business stay confident, compliant, and operational.
Kaspersky Small Office Security
What to do if your business is already infected?
If your business is already facing a ransomware attack, the first rule is simple: don’t panic but don’t wait. The way you respond in the first few minutes and hours will determine : how much data you lose, how far the malware spreads and how quickly you can recover.
- Step 1: Start by disconnecting infected systems from the network immediately. Isolate any device, server, or endpoint showing signs of encryption or abnormal behaviour. This step helps contain the attack and prevents lateral movement across your environment.
- Step 2: Next, notify your internal team and external partners. If you use a managed IT or cybersecurity service, get them involved straight away. They can assist with forensic analysis, threat detection, and containment. If you have an incident response plan in place, now is the time to activate it.
- Step 3: Do not rush to pay the ransom. There's no guarantee you’ll recover your files and doing so may make you a future target. Instead, check your backups. If your data has been securely and regularly backed up (ideally with immutable storage), you may be able to restore your systems without engaging with the attackers at all.
- Step 4: Also, report the incident to relevant authorities. In the UK, that means contacting the National Cyber Security Centre (NCSC) and Action Fraud. This helps with broader threat tracking and may even connect you to resources or decryption tools, depending on the ransomware type involved.
- Step 5: Finally, once the immediate crisis is contained, conduct a thorough investigation. Identify the root cause, assess what information was compromised, and strengthen your defences. Being infected once is painful, being infected twice is avoidable.
Our conclusion to prevent ransomware attacks
Ransomware isn’t going away. In fact, it’s evolving and faster, smarter, and more targeted. But the good news is that most attacks can be prevented with the right mix of preparation, vigilance, and the right tools.
Let’s be clear: there’s no silver bullet. But when you combine :
- regular backups,
- strict user privilege management,
- employee cybersecurity awareness,
- and strong authentication,
you build a layered defence that makes your business a far harder target. Add to that smart technical measures: like network segmentation, patching, and disabling unused services, and you drastically reduce your attack surface. And finally, no prevention strategy is complete without the right cybersecurity solution.
In short, ransomware prevention isn’t about fear, it’s about control. With the right practices in place, your business can stay secure, compliant, and confidently focused on growth.