What Your IT Team Wishes You Knew About Tech (and Why It Matters More Than Ever)

In the moment, that might seem like the most efficient (and affordable) approach. But here’s the truth: tech issues almost always start long before the printer jams or the email goes down. And by the time something’s broken, your team is losing hours of productivity — and potentially client trust, too.

In Grand Rapids, we work with private practices, small offices, trade businesses, and nonprofits. We see it all the time: good people working hard, getting sidelined by tech that’s outdated, unprotected, or misconfigured.

And yes, we know you tried turning it off and on again.

Even Harvard grads fall for phishing scams

You might assume your team would never fall for a fake email or login screen — but you’d be surprised. With the help of AI, modern phishing attempts look shockingly real. Even high-level professionals have been fooled.

If someone on your team received an email that looked like it came from Microsoft, their payroll service, or even your IT provider… would they know not to click?

Just last month, one of our Grand Rapids medical office contacted us after their front desk admin clicked a very real-looking link and entered her credentials. That one click gave attackers full access to their email system.

Small businesses are big targets now

If you're thinking, “We're too small to be a target,” you’re not alone. That’s exactly what makes small businesses such an easy win for cybercriminals.

Attackers aren’t looking for billion-dollar companies. They’re looking for weak spots. And smaller businesses without layered protections, monitoring, or regular employee training are statistically far more likely to be hit by ransomware, phishing, and credential theft.

We work with dozens of businesses here in Grand Rapids and even down to Kalamazoo that didn’t realize how exposed they were...until something went wrong.

But the good news? (Yes, there is good news!) Once we’re on board, it doesn’t have to happen again.

What “Managed IT” actually means

It's not just fixing things - it's preventing them, dear reader!

With managed IT services, our job is to make sure:

Updates get installed before something breaks
Threats get blocked before you even see them
Your team gets help before downtime causes stress or revenue loss
We proactively monitor your systems, set up the right security tools, and make sure everything just works...without you having to think about it.

And when you do need help? We’re real people (right here in Michigan - yup - promise) who don’t speak in crazy tech speak. So, whether you’re a CPA firm or a local nonprofit, we meet you where you are.

Let’s make IT less weird

You didn’t start your business to troubleshoot routers. (I know I've said this line a couple of times here in the blog!). You don’t need to understand DNS records. You just need your tech to work and your data to be protected.

The smartest businesses in West Michigan, heck anywhere in the world, are the ones that ask for help before they need it.

What your IT team really wants you to know

Here's the short list:

You’re not too small to be targeted.
Smart, capable professionals fall for AI-powered scams all the time.
Cybersecurity doesn’t have to be expensive, but doing nothing is.
You don’t have to know the lingo to get help.
Turning it off and on again sometimes works but it’s not a strategy.

You deserve better than “just call us when it breaks”

You deserve a technology partner who’s thinking ahead, making it easier for your team to work securely, and freeing you up to focus on the real work: Your clients, your team, and your growth.

We’d love to be that partner.

What to Ask Your IT Provider Before You Sign a Contract

Choosing an IT partner isn’t just about who can fix a printer jam the fastest. It’s about finding a provider who understands your business, your team’s workflow, and your industry’s compliance requirements - whether that’s HIPAA, PCI, FERPA, or just good old-fashioned client trust.

Before you commit to an IT company (or renew with the one you’re currently using), here are a few smart questions to ask:

1. What’s included in your managed IT service package?

Do you get 24/7 monitoring? Backups? Security patching? Or just help when something breaks? Know exactly what’s covered, and what’s not.

2. How do you help prevent issues before they happen?

Ask for specific examples of tools or processes they use to stop problems before you even notice them. Do they monitor endpoints, block threats in real time, or run automated updates?

3. What’s your average response time?

When something does go wrong, time matters. Make sure you know how quickly your provider will respond and how to reach them when it’s urgent.

4. How do you handle employee onboarding and offboarding?

This is a huge area of risk for small businesses. If you’re not properly revoking access or securing data when someone leaves, you’re exposed. A good IT partner should have a process for that.

5. What cybersecurity tools are included in your plan?

Ask about firewalls, antivirus, spam filters, MFA, dark web monitoring, and device encryption. You shouldn’t have to guess whether your business is protected, your provider should be able to show you.

6. Do you have experience supporting businesses like mine?

If you run a dental office, private school, HVAC company, or nonprofit, you want someone who understands your workflows, compliance needs, and pain points. Industry experience matters.

7. Will we have a dedicated point of contact?

The best IT relationships are built on communication. Avoid “whoever’s on call” models. You should know who’s managing your account and they should know your business.

8. How do you educate our team?

Your biggest cybersecurity risk is human error. A good IT provider doesn’t just install software, they train your people on what to click, what to ignore, and how to protect your clients’ data.

By asking the right questions up front, you protect your business from downtime, miscommunication, compliance headaches - and expensive surprises down the line.

If your current provider can’t answer these confidently, it might be time to upgrade.

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Phishing Email Security for Small Businesses in Grand Rapids, Michigan

By Greg Johnson • February 13, 2026

Phishing emails are one of the most common and costly cyber threats facing small businesses in Grand Rapids, Michigan. These attacks are designed to trick employees into revealing passwords, approving fraudulent payments, or clicking malicious links that compromise company systems. For many small businesses, phishing is not a technical failure, it’s a human one. Understanding how these scams work and how to protect your team is one of the most important cybersecurity steps you can take. What Is a Phishing Email? A phishing email is a fraudulent message designed to appear legitimate. It often impersonates: A software provider A coworker or manager A vendor A bank or payment platform A service like Microsoft 365 or Google Workspace The goal is simple: Steal login credentials Redirect payments Install malware Gain access to sensitive company data Modern phishing emails are highly convincing. They often use real logos, accurate formatting, and urgent language that pressures employees to act quickly. Why Small Businesses in West Michigan Are Prime Targets Many small business owners assume hackers only target large corporations. In reality, small businesses are often more attractive targets because: They have fewer security layers Teams operate with high internal trust Financial processes are less segmented Attackers use automated tools that cast wide nets In West Michigan, we frequently see phishing attempts aimed at healthcare offices, schools, nonprofits, professional services, and trade-based businesses. Size does not protect you. Preparation does. What a Phishing Attack Can Cost a Small Business The impact of a successful phishing attack can include: Account takeover Fraudulent wire transfers Payroll diversion scams Data exposure Operational downtime Reputational damage Even a single compromised inbox can expose vendor communications, client data, and financial workflows. The cost is rarely just financial, it’s operational. Why Employee Awareness Is Just as Important as Security Tools Email filtering tools block many threats. But not all of them. Phishing works because it exploits human behavior: urgency, authority, and routine. An employee sees: “Your password expires today.” “Invoice attached.” “Wire transfer needed before 3pm.” They react quickly. That’s what attackers rely on. Technology helps. But your team is the final line of defense. How to Protect Your Team from Phishing Attacks 1. Enforce Multi-Factor Authentication (MFA) MFA prevents stolen passwords from being enough to access accounts. 2. Use Advanced Email Filtering Basic spam filters are no longer sufficient. Modern tools analyze behavior patterns, impersonation attempts, and domain anomalies. 3. Secure Your Email Domain (SPF, DKIM, DMARC) Proper domain configuration helps prevent spoofing and impersonation. 4. Provide Ongoing Security Awareness Training Annual training isn’t enough. Phishing evolves constantly. Employees need regular reminders and real-world examples. 5. Monitor Login Activity Unusual login attempts, impossible travel events, or repeated failed logins should be flagged and investigated quickly. Real Examples of Phishing We’ve Seen Locally Without naming names, we’ve seen: Fake DocuSign emails requesting credential re-entry Payroll change requests appearing to come from company leadership “Microsoft password expired” alerts Vendor invoice impersonation with slightly altered email domains Each one looked legitimate at first glance. How IT Systems, LLC Helps Grand Rapids Businesses Reduce Phishing Risk At IT Systems, LLC, phishing protection is not just about installing software. We help businesses: Configure secure email environments Implement multi-factor authentication Monitor suspicious activity Provide employee awareness guidance Respond quickly when incidents occur Security works best when tools, training, and monitoring work together. Frequently Asked Questions About Phishing Emails How do phishing emails bypass spam filters? Attackers constantly adapt tactics to avoid detection. Some phishing emails use legitimate compromised accounts, which makes them harder to detect. Can small businesses really be targeted? Yes. Many phishing campaigns are automated and target thousands of small businesses at once. Is Microsoft 365 or Google Workspace secure enough by default? Both platforms provide strong security foundations, but proper configuration, MFA, and monitoring are critical for full protection. What should we do if an employee clicks a phishing link? Immediately reset passwords, revoke sessions, review login history, and assess potential data exposure. How often should phishing training happen? At least annually, with periodic reminders and updates throughout the year. Strengthen Your Email Security Phishing emails don’t always look suspicious at first glance. If your business hasn’t reviewed email security or employee awareness in the past year, it may be time to take a closer look. 👉 Talk with our team about strengthening your email security.