Cybersecurity incidents can snowball from minor glitches into major crises within hours. The faster an incident is identified and addressed, the less damage it can cause. Studies show that the average data breach isn’t even detected for months. In 2024, companies took around 194 days to identify a breach and another 64 days to contain it on average. This delay can cost organizations millions; the global average breach now costs $4.88 million. Employees are on the front lines of this fight. An attentive employee who spots and reports a cybersecurity incident quickly can save invaluable time, money, and reputation. In these critical first moments, every second counts. This article outlines step-by-step what employees should do first when they suspect a cyber threat, helping business leaders and HR professionals empower their teams to respond effectively. We will cover how to recognize warning signs, immediate containment measures, proper reporting channels, and ways to foster a company culture that encourages swift, blameless reporting of incidents.
The first step is knowing you have a problem. Employees should be educated on what a potential cybersecurity incident looks like. Common red flags include: unusual computer behavior (e.g., programs suddenly crashing or a cursor moving on its own), unexpected pop-up messages or ransomware notes, unexplained system slowdowns, or finding files encrypted/hidden. Suspicious emails are a big one – a phishing email asking for passwords or containing strange attachments is often a prelude to an attack. Other signs might be antivirus alerts, browser warnings about unsafe sites, or colleagues reporting strange account activity. By staying vigilant for these signs, employees can catch incidents in their infancy. For example, if an employee notices their files being renamed to weird extensions (a hallmark of ransomware) or a database that was accessible yesterday is suddenly locked down, these should ring alarm bells. In short, “if you see something, say something.” Recognizing an incident is the trigger for all the steps that follow.
Upon spotting a likely incident, the worst thing to do is ignore it or panic. Instead, take immediate action to contain the threat, but do so in a safe manner. Stay calm and act quickly. If the issue is on a computer, stop using that device right away to avoid further harm. Continuing to click around or access files could worsen the damage or overwrite evidence. Isolate the affected machine from the network – for instance, unplug the Ethernet cable or turn off its Wi-Fi. This cuts off any ongoing attacker's access and prevents malware from spreading to shared drives or other systems. It’s important, however, not to shut the computer down entirely unless instructed by IT. Security experts advise that powering off a compromised computer can erase vital clues in memory, whereas leaving it on (but offline) preserves that evidence for investigators. Think of the device as a crime scene: you want to secure it, not disturb it. If the suspected incident involves something like an unauthorized person in the office or a lost/stolen device, containment might mean securing doors or alerting physical security as well. The key is to prevent further damage – isolate whatever is affected and ensure the incident cannot easily spread while you prepare to report it.
Once the immediate threat is contained as best as possible, an employee’s very next move should be to report the incident at once. Speed is critical: even a short delay in reporting can give an attacker a head start to deepen the breach or cover their tracks. Every organization should have a clear procedure for incident reporting – this might be contacting the IT helpdesk, security team, or an on-call incident response manager. Follow your company’s protocol for reporting security incidents, whether it’s a dedicated hotline, a ticketing system, or directly phoning the security officer. If you’re unsure how to report, notify your direct manager or HR, and they can escalate it. The guiding principle is “notify immediately, then follow up with details. Don’t worry about false alarms – it’s far better to report something that turns out harmless than to stay silent on something big. When making the report, clearly state that you suspect a cybersecurity incident, and provide any initial context (e.g., “I clicked a link in an email and now my system is acting weird” or “Our customer database may have been accessed by an unknown user”). Quick and accurate internal reporting allows the expert responders to swing into action and contain the damage. It’s worth noting that in many industries, external notifications might also be required within a short time frame (regulators or even customers may need to be informed), but as an employee, your role is to kick off the internal response first.
Preserving evidence is a crucial part of incident response – it helps investigators diagnose what happened and potentially trace the culprit. As an employee first on the scene of a possible incident, you can do a lot by not doing the wrong things that could destroy evidence. Here are some key do’s and don’ts:
Now the DO’s:
By adhering to these guidelines, employees ensure that when the IT/security team begins their investigation, they have a rich set of clues to work with. This can dramatically speed up diagnosis and containment. One company policy example to emulate: place a sign on the PC that’s affected, saying “Do Not Use – Under Investigation” to prevent anyone else from tampering with it. Small actions like this keep the scene intact for the professionals.
While you wait for the IT or incident response team to take over, spend a few minutes documenting everything you observed. Human memory can be faulty under stress, so writing down key facts ensures nothing is forgotten. Note when you first noticed the issue (date and exact time, if possible) and what you observed. For example, “At 3:45 PM, I noticed an unusual process using 90% CPU” or “Received an email from [email protected] at 10:00 AM asking for login credentials.” Jot down any error messages word-for-word, strange windows or programs that were open, and any actions you took immediately after (such as “disconnected Ethernet cable at 3:50 PM”). These details are extremely helpful for the responders performing analysis and trying to pinpoint the cause.
If there were any devices connected to the affected system (USB drives, external monitors, etc.), list those too – investigators might need to check them. Essentially, you are creating a quick incident diary. When the IT/security team arrives or contacts you, communicate clearly everything you observed and did. Don’t shy away from admitting if you think you made a mistake (“I clicked a link” or “I opened a file I now suspect was malicious”); the priority is fixing the issue, not assigning blame. Answer the investigators’ questions as best you can. They may ask things like when you last used the system before the incident, whether you noticed any odd emails recently, etc. Provide your notes to them – these could contain the clues that crack the case. Good communication at this stage helps the professionals contain and eradicate the threat faster. Remember, you, as the reporter, have valuable context about what “normal” looks like on your system versus what you saw during the incident, so your input is part of the solution.
For business owners and HR professionals, one of the most impactful things you can do is create a company culture that encourages employees to report incidents immediately and without fear. Too often, employees hesitate or stay silent when they notice something wrong, perhaps out of uncertainty or fear of blame. In fact, a recent survey in 2024 found that over half of employees would fear repercussions if they reported a cybersecurity mistake at work. This “fear factor” can be deadly in cybersecurity – if people delay reporting an incident (or worse, try to hide it), the organization loses precious time to respond. To counter this, leadership should emphasize that reporting potential security issues is a courageous and valued act, never an offense. Implement a no-blame policy for reporting: employees should know that even if the incident was triggered by an honest mistake on their part (say, clicking a phishing link), they won’t be punished for coming forward promptly. On the contrary, they should be thanked for raising the alarm. Some companies even reward quick reporters or publicly acknowledge their vigilance, reinforcing positive behavior.
Regular security awareness training is essential to equip employees with the knowledge of what to look for and how to react. Training should include simulated phishing exercises, tutorials on spotting social engineering, and drills on the exact steps to take when an incident occurs. Well-trained employees can become human sensors – an extension of your security team. As an example, if staff are drilled that “if ransomware pops up, immediately unplug your network and call IT,” they will be more likely to do so instinctively under pressure. Clear incident response plans should be in place and communicated to all. Every team member should know whom to call or message in a cyber emergency (and have that contact info handy), and have confidence that their alert will be acted on swiftly.
Finally, leadership should highlight why these measures matter: quick reporting and response can dramatically reduce the impact of a breach. Research by IBM shows that organizations with a well-prepared incident response team and plan save an average of $2.66 million per breach compared to those without such plans. That is a compelling business case for investing in training and response preparation. In short, empower your employees with both the tools (knowledge, clear processes) and the psychological safety to take action at the first hint of trouble. An open, prepared culture turns employees from potential weak links into the first line of defense.
In the digital age, every employee has a role in cybersecurity. Front-line staff are like the “first responders” to a fire – their ability to stay calm, follow protocol, and alert the specialists can make the difference between a minor singe and a five-alarm blaze. By spotting incidents early, containing threats smartly, and reporting immediately, employees give their organizations a fighting chance to minimize harm. Business leaders and HR can support this by fostering a supportive reporting culture and ensuring everyone knows the plan. The moments right after an incident is spotted are critical: a well-prepared employee who takes the right first steps can save the company from tremendous losses and stress. Breaches may be inevitable, but catastrophe is not – not if your people are trained and empowered to react swiftly and correctly. In summary, when a cybersecurity incident rears its head, the motto for employees should be: Don’t panic, don’t hide it – contain what you can and call for help immediately. With this mindset across the workforce, organizations in any industry can dramatically improve their cyber resilience and response. The faster the alarm is raised and the response is initiated, the faster the business can put the incident behind them and carry on with confidence.
Employees should look for unusual computer behavior, ransomware notes, unexplained slowdowns, suspicious emails, antivirus alerts, or strange account activity. These early warning signs can help catch incidents before they escalate.
The first step is to stay calm and safely contain the threat. Stop using the affected device, disconnect it from the network, and avoid shutting it down unless told by IT.
Every minute matters. Prompt reporting prevents attackers from deepening their breach, allows IT to act quickly, and can save the company millions in losses.
Do not delete files, restart the computer, or install new software. Instead, keep the device powered on but offline, save screenshots or suspicious emails, and note the time of events.
A no-blame culture encourages employees to report incidents without fear. Training, clear protocols, and leadership support help employees act like cyber first responders.