Why It’s Time to Rethink Email: Security, Cost, and Better Alternatives

I understand the importance of email but what I do not understand is Why if we know that it can be used maliciously and cause a financial loss to us personally or our business, Why are we still using it? Spam and malware are detectable with most commercial solutions, but what about those who are sending to Just You by having prior online research with the help of AI to sound as if they know you or better yet, hacked into your customer, friend, or vendor to gain access to the types of emails you both send to each other??

STOP... This is not scareware or a pitch for services, this is a real conversation with You and me as if we were just talking about this issue and how crazy it is that we are still doing the same thing.

I wrote this article because as an owner of an MSP, I have skin in the game with my clients and we are seeing more accounts hijacked even with 2FA. Email rules are created quickly so the hijacked account can be used to trick those you communicate with regularly.

This is a Modern Day Trojan Horse and we keep opening our gates to allow. This week I received a call from the DOT and they were requesting an incident report on a user who emailed requesting sensitive information. We were able to trace and reverse the hijack to Lagos Nigeria the night before with Blumira.  I know this post is lengthy but I am giving you the solution for NO COST.

For decades, email has been a cornerstone of business communication. However, in today’s cyber threat landscape, email has also become one of the biggest vulnerabilities for organizations. Hackers exploit weaknesses in email systems to launch phishing attacks, deploy ransomware, and steal sensitive information and every day are getting better at it.

It’s time to rethink email and how we use it. Business owners need to understand the real costs, risks, and modern alternatives. Here’s why email should either be retired or fundamentally redesigned.

Email: A Hacker’s Playground

How Easy Is It to Exploit Email?

Most Gmail and Outlook accounts can be created in seconds with just a burner phone number or email and minimal identity verification. This low barrier makes email an easy tool for hackers to impersonate others, create fraudulent accounts, and bypass basic security measures.

Imagine if setting up an email account required the same scrutiny as getting a driver’s license. This would mean verifying identity with government-issued documentation, and ensuring that accounts are tied to real individuals or legitimate organizations. By enforcing stricter requirements for email registration, businesses could drastically reduce spam, fraud, and other cyber risks.

Combatting Email Attacks with Smarter Strategies

1. Adopt a Greylisting and Deny-All Approach

Greylisting temporarily rejects emails from unknown senders, requiring them to retry later. This small delay often deters spammers and bots that aren’t designed to handle retries.

A deny-all approach to email communications—where only pre-approved senders can reach your inbox—adds another layer of defense. While it requires upfront effort to whitelist trusted contacts, it ensures that unauthorized emails never even reach employees.

2. Mandate Two-Factor Authentication (2FA) and Tamper Protection

Every email account should be protected by 2FA. This ensures that even if a hacker obtains a password, they can’t access the account without a second verification step.

However, hackers are evolving. Some trick users into sharing 2FA codes by impersonating legitimate contacts. To combat this, tamper protection tools can alert users if suspicious attempts are made to bypass their account security.

“Have you ever been sitting down or driving and received an alert on your phone to accept the 2FA and you thought twice about if it was you or one of your apps you have that requested????”

3. Shift Communication to Secure Collaboration Tools

Email is often used out of habit, not necessity. Tools like Microsoft Teams, Slack, or other secure collaboration platforms provide encrypted communication, real-time updates, and limited exposure to external threats. These platforms are purpose-built for modern business needs, reducing reliance on email altogether.

The True Cost of Email

Email isn’t as “free or cheap” as it seems. Maintaining secure and functional email systems requires significant investment in:

• Spam Protection: Blocking malicious emails before they reach users.
• Anti-Phishing Solutions: Detecting and preventing impersonation attempts.
• Two-Factor Authentication (2FA): Securing accounts against unauthorized access.
• Technical Support: Troubleshooting messages received that you are unsure about or accidentally sent or clicked.

For many businesses, these costs add up to thousands of dollars annually. Meanwhile, tech giants like Microsoft and Google rake in billions of dollars from email services, subscriptions, and security add-ons. These platforms profit from keeping email relevant, even as safer alternatives exist.

Email: Keep It, But Change the Rules

If email must remain, we need to rebuild it with security in mind:

1. Proven Identity Verification: New email accounts should require ID verification, similar to opening a bank account.
2. Tamper-Resistant Security: Multi-layer authentication and intelligent monitoring systems to identify unusual behavior.
3. Minimal Use Policy: Use email only when necessary. Internal communication should shift to secure, centralized platforms.
4. Whitlisted known and verified emails only: Use Greylisting and Whitlisting with DMARC, DKIM, and SPF with deny rules.

Steps for Businesses to Limit Email Exposure

1. Restrict Incoming Emails: Use greylisting and allow emails only from verified domains.
2. Require Authentication Methods: DMARC, DKIM, and SPF.
3. Enforce 2FA: Make 2FA mandatory for all employees.
4. Educate Employees: Conduct regular training on phishing detection, 2FA hijacking, and email hygiene.
5. Adopt Collaboration Platforms: Transition internal communications to tools like Teams or Slack.
6. Review Costs: Analyze the total spend on email-related security and evaluate alternatives.

Email Isn’t Free—Is It Worth the Cost?

In the modern era, businesses can no longer rely on outdated communication methods without incurring significant risks and costs. With secure collaboration tools like Microsoft Teams and Slack offering viable alternatives, the role of email should shift to specific, controlled use cases where identity and security are rigorously enforced.

As a business owner, you have the power to protect your organization from becoming a victim of the next email-based cyberattack. By taking proactive steps to limit exposure and enhance security, you can safeguard your operations and focus on growth without unnecessary vulnerabilities.

Let’s now have that conversation.