18. Cybersecurity and Efficiency What Slow Systems Cost You
A series about business efficiency, finding profit and how to get there
Introduction
For many small and medium businesses, cybersecurity feels like something for “bigger companies.” It sounds expensive. Complicated. A bit over the top.But here’s the truth in today’s world, every business is a digital business - whether you’re running a design studio, a plumbing company, or a family-run consultancy and every business is a target.
Not because you’re high-profile. But because you’re vulnerable.
Cybersecurity is often framed in terms of risk - breaches, hacks, ransomware and yes, those are real. But there’s another hidden cost we need to talk about inefficiency.
Old, insecure, or slow systems not only put your data at risk - they slow your team down, erode customer trust and make every interaction more frustrating.
In short, weak security = weak performance.
Actions to Be Taken
Here’s how to make your cybersecurity more efficient and your business more resilient - without breaking the bank.
Start with a Cyber Hygiene Audit
Check the basics -
Do all systems and devices require passwords or MFA (multi-factor authentication)?
Are your devices and software updated regularly (including mobile)?
Who has access to what - and do they still need it?
Are client or business files shared securely (not just emailed or left open)?
Are backups automated, secure and tested?
If the answer to any of the above is “I’m not sure” - that’s your starting point.
Upgrade Outdated or Unsupported Software
If your systems no longer receive security updates, you’re not just inefficient - you’re exposed and slow and usually frustrated.
The fix -
Replace any software or platforms that are no longer supported
Shift to cloud-based tools with built-in encryption and version control
Choose systems that offer automatic updates
Train Your People - Not Just Your Devices
Most breaches happen because of human error. A clicked phishing link. A weak password. A sensitive file shared the wrong way.
So -
Train staff quarterly in simple cyber awareness practices
Role-play phishing emails and test how your team responds
Use password managers like 1Password or Bitwarden or whatever you find is appropriate for the job
Set clear policies for remote access, public Wi-Fi and file sharing
Implement Role-Based Access
Limit who can see what. If a junior team member doesn’t need access to sensitive payroll, they shouldn’t have it.
This protects data and improves focus by reducing digital clutter.
Create a Cyber Incident Plan
Have a simple, step-by-step response plan if something goes wrong -
Who to notify
How to isolate systems
What to communicate (internally and externally)
What tools to use for recovery
Knowing what to do reduces panic and downtime.
Psychological Perspective
Cybersecurity anxiety is real - but so is avoidance. Many business owners feel -
“It won’t happen to us.”
“We’re too small to worry about this.”
“I wouldn’t even know what to do if something went wrong.”
This creates a kind of learned helplessness - where owners stick with slow, clunky, or vulnerable systems out of fear of complexity.
But modern cybersecurity isn’t about locking down everything - it’s about creating confidence. It’s about enabling your team to work faster and safer, without second-guessing.
Efficient cybersecurity means trust -
In your systems
In your team
In your ability to recover if things go wrong
HR Best Practice
Cybersecurity is not just an IT issue - it’s a culture issue.
HR can play a leading role by -
Making cyber awareness part of onboarding
Reinforcing secure practices through performance conversations
Protecting psychological safety when mistakes happen - so staff report incidents early
Championing accountability without blame
Also be an example. HR handles some of the most sensitive data in the business - from salaries to personal records. Protect it rigorously.
Red Flags to Watch For and Mitigate Against
Your systems may be creating risk and inefficiency if -
Staff share passwords (or worse - write them down)
Emails are used to send sensitive files without encryption
You don’t know when your last backup was - or where it is
Staff don’t know how to spot a phishing scam
Systems regularly crash, lag, or fail to sync across devices
You rely on a “tech person” but don’t have visibility as an owner
If any of this sounds familiar, your business is likely leaking time and trust - even if you haven’t had a breach (yet).
Narrative Story - Meet George and Hana from Blenheim
George and Hana run a boutique architectural firm in Blenheim. Their systems were slow but “familiar.” Files were emailed back and forth and the server hadn’t been upgraded in years.
Then one day, an employee clicked a fake Dropbox link. Within hours, the firm’s project files were encrypted. They lost a week of work and almost a key client.
In response, they overhauled everything -
Moved to cloud storage with automated backups
Introduced password managers and MFA
Ran a cybersecurity workshop for the team
Created a basic incident response playbook
Now -
File recovery takes minutes
Staff know what to do when something looks suspicious
Clients feel reassured and data flows smoothly
George says - “We thought security would slow us down. Turns out, good security sped us up, because we stopped working scared.”
Golden Nugget
Strong cybersecurity doesn’t just protect your business - it frees it to move faster, with confidence.
If you’d like a confidential, free of charge, free of obligation conversation about your business, here’s how to get me.
📞 Phone +64 275 665 682
✉️ Email john.luxton@regenerationhq.co.nz
🌐 Contact Form www.regenerationhq.co.nz/contact
If you’d like to read more RegenerationHQ thinking on SME business and other things, go here – www.regenerationhq.co.nz/articlesoverview
🔹 RegenerationHQ Ltd - Business Problems Solved Sensibly.
Supporting NZ SME Owners to Exit Well, Lead Better and Build Business Value.