The Human Factor in Email Security: Why Awareness Training Still Matters

Introduction

Meet Alice. She’s a bright, hardworking professional who landed her dream job just a year ago. And with that she has her performance review coming up in a few weeks. Alice is excited and nervous for the review, eager to make a great impression on her team and demonstrate the value she’s brought to the a company she’s dreamed at working for a long time.

One afternoon, as Alice is catching up on emails, she sees a message from the company’s CEO. The subject line reads: “Urgent: Review These Documents ASAP.” Her heart skips a beat — why would she be receiving an email from the CEO? Not wanting to delay such an urgent request, she opens it immediately. The email explains that the CEO is in a critical meeting and needs her to review some attached documents urgently.

Alice preoccupied with wanting to make a good impression clicks the link in the email without a second thought, ready to tackle the task. However, what Alice doesn’t realize is that the email isn’t from her CEO — it’s from a cybercriminal, a hacker. In one split second, Alice has fallen victim to a phishing scam, potentially exposing sensitive company data.

Stories like Alice’s happen every day, even to the most diligent employees are subject to the pitfalls of social engineering. In today’s world of sophisticated phishing schemes, no one is immune. That is why even with all the best technical controls in place and sophisticated detections tools, organizations must go beyond technology and invest in awareness training to empower their teams to recognize their own vulnerabilities and combat these threats.

The Persistent Threat of Phishing

Many organizations approach cybersecurity with a “set it and forget it” mindset. Once technical controls are implemented and employees have sat through a single security training — sometimes only once a year or even just once during their entire tenure — there’s a false sense of security that they’re safeguarded against most major threats. This couldn’t be further from the truth.

The reality is that cybercriminals are relentless and innovative, continuously evolving their techniques to bypass even the most advanced security measures. They don’t rely on luck — they study their targets, adapt their methods, and exploit weaknesses, whether technological or human. Phishing emails, like the one that trapped Alice, remain a favored method precisely because they prey on human psychology: urgency, trust, and the desire to do the right thing.

The key issue isn’t the absence of technology — it’s the absence of ongoing vigilance. While technical controls like spam filters and firewalls catch many threats, they aren’t foolproof. Attackers are adept at crafting emails that look legitimate enough to bypass these defenses and deceive even the most careful employees. And with the help of AI technology now, Phishing campaigns can be scaled to such an unmanageable level reaching thousands of recipients at once all with personalized emails.

The Bright Side

The good news is that while we can’t predict or prevent every attack, we can reduce the likelihood of successful breaches by addressing the most common vulnerabilities: human error and lack of awareness. Regular, dynamic training can equip employees to recognize red flags, think critically in high-pressure situations, and respond appropriately to potential threats. Without this awareness, organizations are doomed to repeat the mistakes of those who have been breached before.

Phishing is not just a technical problem — it’s a human one. And solving it requires more than a one-time training session; it demands a cultural shift toward continuous education and vigilance.

Why Technology Alone Isn’t Enough

In cybersecurity, technology operates in absolutes. It’s binary — it either works or it doesn’t, allows or denies access, detects a threat or misses it. But humans don’t operate in absolutes. Humans possess what technology lacks (at least for now): critical thinking. And with critical thinking comes the ability to navigate the gray areas that technology cannot.

Take Bob from accounting, for example. He doesn’t have access to the third-floor printer because of security policies. He’s asking if you can use your access card to allow him to use the print room, because he’s giving a presentation in the room next door. Your human intuition and judgment might see this one-time exception as ok because even though you’ve only encountered Bob occasionally and maybe once at the company party, you trust Bob’s intentions are good. It’s a gray area, one where human decision-making fills in gaps based on experiences and cognitive awareness technology can’t address.

The same principle applies to emails. While filters and algorithms scan emails for malicious links, known threats, or suspicious attachments, they don’t “read” emails the way humans do. Emails aren’t just streams of data — they’re communication, filled with nuance, emotion, and intent. Humans read between the lines, add context, and interpret meaning. This ability to apply emotion and judgment makes humans more adaptable than technology but in the same vein more vulnerable.

Cybercriminals understand this. They craft emails designed to manipulate emotions — fear, urgency, or trust — because they know that humans can be persuaded in ways that computers cannot. The fake email Alice received from her “CEO” didn’t just rely on technical loopholes; it relied on her desire to perform well and help her team. The email wasn’t flagged by filters because it didn’t contain overtly malicious content. Instead, it bypassed the binary nature of technology and exploited the very human ability to read between the lines.

Technology alone isn’t enough. While it plays a vital role in defending against cyber threats, it cannot replace the human element of cybersecurity. Humans bring context, adaptability, and critical thinking to the table — qualities that are essential in identifying and mitigating phishing attacks.

But this human advantage also comes with a responsibility. Organizations must acknowledge that their employees are an integral part of their security posture. Just as technology needs regular updates to stay effective, employees need continuous training and reinforcement to recognize and respond to evolving threats. Without this investment in the human element, even the best technology will fall short against the creativity and persistence of cybercriminals.

The Value of Awareness Training

Effective awareness training is one of the most valuable investments an organization can make in its cybersecurity posture. Its benefits go beyond compliance checkboxes or one-time initiatives; awareness training creates a more intelligent, proactive workforce and equips employees to navigate the complex realities of today’s threat landscape. Let’s explore its value through two key points.

1. Building a More Informed and Prepared Organization

As the old saying goes, “You don’t know what you don’t know,” rings especially true in cybersecurity. Without awareness, employees are left vulnerable to threats they don’t even realize exist. Regular awareness training helps bridge this gap, giving employees the knowledge they need to recognize and respond to potential risks in their daily work.

The training doesn’t even need to turn every employee into a cybersecurity expert. Instead, it should focus on practical, digestible topics that empower employees to act as the first line of defense. For instance, training sessions can cover how to:

• Checking common signs of email phising campaigns and malicious attachments.
• Identify suspicious behavior on their computers, such as unexpected pop-ups or sluggish performance.
• Recognizing and reporting unauthorized objects in secure areas or unusual behavior in coworkers.

By reinforcing these foundational skills, organizations enable their employees to spot and report potential threats before they escalate.

2. Addressing the Gaps Technology Can’t Cover

As we discussed earlier, technology operates in absolutes, while human language and communication are filled with nuance, emotion, and intent. For example, employees can learn to recognize emotionally charged language in emails, such as phrases that create urgency (“This needs to be done now or there will be consequences”) or evoke trust (“This is coming directly from the CEO”). By understanding the psychological tricks attackers use, employees can approach suspicious communications with skepticism and confidence, even when technology fails to flag the threat.

Effective Training Methodologies

Awareness training is not a “one and done” event. It’s an ongoing process that should evolve with the organization and the threat landscape. Effective awareness training isn’t about checking a compliance box; it’s about creating a culture of continuous learning and vigilance. To achieve this, organizations must think beyond static, one-size-fits-all approaches and implement dynamic training methods that engage employees and keep cybersecurity top of mind.

A study conducted by KnowBe4, a highly regarded security training organization, highlights the importance of a balanced and holistic training strategy. Their findings recommend dividing awareness training into three categories to maximize its effectiveness:

1. 10% Formal Training

This includes structured learning such as Learning Management System (LMS) courses, training days, or scheduled workshops. Formal training provides foundational knowledge but should be concise, as attention spans for rigid formats are limited. Think of this as setting the groundwork — essential but not the entire picture.

2. 20% Informal Training

Informal training focuses more on collaboration, peer learning, webinars, short videos, or even sharing articles. Creating an informal community within the organization, where employees know where to go to find relevant resources or ask questions, fosters a culture of learning. For example, a Slack channel dedicated to cybersecurity questions can be a powerful tool to encourage discussions and share tips.

3. 70% Experiential Training

This is where the real impact happens. Experiential learning integrates security awareness into daily workflows and the corporate culture. It includes on-the-job experiences like phishing simulations, hands-on exercises, and real-time feedback on incidents or potential threats. The goal is to ensure employees see security as a natural part of their roles, rather than an external requirement. For example, hosting monthly phishing simulations helps reinforce lessons in a way that directly relates to employees’ day-to-day activities.

By making trainings engaging and immersive, you ensure that lessons aren’t just learned but also remembered and applied.

Recommendations for Free Awareness Training Resources

Building an effective training program doesn’t have to strain your resources or your budget. You can start here with some excellent free resources and tools:

KnowBe4 Free Tools KnowBe4’s Free Phishing Security Test allows you to simulate phishing attacks and gauge your organization’s susceptibility.

Cybersecurity and Infrastructure Security Agency (CISA) CISA offers free cybersecurity resources for businesses, including training materials and guidance on creating awareness programs.

SANS Security Awareness Workbench SANS provides free resources, including posters, videos, and newsletters, to supplement your training efforts. Link to Workbench

Google’s Phishing Quiz Use Google’s interactive Phishing Quiz as a fun and educational way to test employees’ phishing detection skills.

Open-Source Security Awareness (OSSA) OSSA provides customizable security awareness materials, perfect for tailoring to your organizational needs.

US-CERT Cybersecurity Tips US-CERT provides actionable tips for individuals and organizations to improve their security posture.

Cyber Aces by the Center for Internet Security (CIS) This program offers free online courses covering fundamental cybersecurity topics.

Starting an awareness training program can be straightforward and rewarding. Begin with small, consistent efforts, such as monthly phishing simulations or a quarterly newsletter sharing the latest cybersecurity threats and tips. Leverage free tools to create an engaging program tailored to your organization’s needs. Remember, the ultimate goal is to build a culture where cybersecurity isn’t just a requirement — it’s a shared responsibility that everyone takes pride in.

Building a Culture of Security and Moving Forward

The ultimate goal of awareness training is to build a culture of security — one where cybersecurity isn’t just a department’s responsibility but a shared mission embraced by everyone in the organization. By fostering this mindset, organizations can transform their employees from potential weak links into empowered defenders against cyber threats.

If you are reading this now, I want to thank you. we’ve covered a lot of ground and just to be sure you have everything you need I have provided a summary of all that we’ve gone through:

The Persistent Threat of Phishing

Cybercriminals evolve constantly, exploiting human vulnerabilities to bypass even the best defenses. Awareness training helps organizations mitigate these risks by equipping employees with the knowledge to recognize and respond to threats.

Why Technology Alone Isn’t Enough

Technology operates in absolutes, but humans operate in nuance. Awareness training leverages critical thinking and emotional intelligence to address the gaps that technology cannot.

The Value of Awareness Training

Awareness training builds a smarter workforce, better prepared to handle common and emerging threats. It also helps employees understand how attackers exploit emotions and communication to breach security.

Effective Training Methodologies

Training should be continuous and dynamic, blending formal, informal, and experiential methods to keep employees engaged and vigilant. Free and affordable resources make implementation accessible for organizations of any size.

Awareness training doesn’t have to be complicated or expensive. With a thoughtful approach, it can be easy to implement, budget-friendly, and incredibly impactful. The return on investment is clear — preventing costly breaches, fostering a proactive security culture, and giving employees the confidence to know they can stop cybercriminals in their tracks. Empowering your team to recognize and thwart potential threats isn’t just good for security; it’s good for morale.

Your Call to Action

As 2025 approaches, now is the perfect time to take action. Start developing a plan for your organization’s cybersecurity awareness. Assess where you stand today, leverage the resources we’ve shared, and outline a strategy for continuous learning that aligns with your organization’s culture and goals.

Remember, cybersecurity isn’t just about tools and technology; it’s about people. By investing in awareness training, you’re investing in the future resilience of your organization. Together, we can create safer workplaces, prevent newsworthy breaches, and turn employees into everyday heroes in the fight against cybercrime.

Let’s make 2025 the year we prioritize awareness and build stronger defenses, one informed employee at a time. The path to a secure future starts today — what will your first step be?