Australian Small Business Remote Support Security Checklist for Microsoft 365 and NBN

Reduce cyber risk fast with a plain‑English, Aussie‑ready checklist. This guide helps Brisbane and SEQ small teams set up safer Microsoft 365, devices, and NBN routers in about an hour. It suits remote support for small business where staff work from the office, home, or on the road.

Key takeaways

• Turn on multi‑factor authentication (MFA) for all Microsoft 365 accounts and block legacy logins.
• Patch devices and apps weekly; use remote monitoring to keep them updated and protected.
• Harden your NBN modem/router: change admin password, update firmware, disable WPS and remote admin.
• Back up Microsoft 365 mail, OneDrive and SharePoint to separate storage and test a restore.
• Run short, regular phishing training and simulate attacks to build safer habits.

What it is and core concept

Definition

This is a one‑hour security checklist that maps to the ACSC Essential Eight and common Microsoft 365 hardening steps. It focuses on quick wins that cut risk from email scams, weak passwords, and misconfigured NBN routers. It’s built for remote support for small business teams across Brisbane and SEQ.

Why it matters

Brisbane SMEs are busy. Many staff use laptops at home, the shop, and onsite. That mix creates gaps. Attackers use stolen passwords, fake invoices, and dodgy attachments. Tightening Microsoft 365, devices, and routers in a set order stops the easy hits and helps your remote techs support you faster.

How it works and step-by-step

Process

Follow this sequence in one sitting:

• Microsoft 365: turn on MFA, block legacy auth, review mail rules, and set backups.
• Devices: run updates, remove admin rights, turn on antivirus/EDR, and apply remote monitoring.
• NBN modem/router: change passwords, update firmware, lock Wi‑Fi, and disable WPS/UPnP.
• Backups and recovery: confirm schedules, test a restore, and record RPO/RTO.
• People: do a 10‑minute staff refresher and plan a phishing simulation.

Featured answer

Start with identity, then devices, then network, then people. Enforce MFA for all users, patch endpoints, harden the NBN router, and back up Microsoft 365 to separate storage. Finish with staff training and a simple incident plan. This order cuts the biggest risks first and supports remote fixes.

Remote support for small business: one‑hour checklist overview

This outline helps small teams get fast wins without heavy tech. If a step looks tricky, skip it and flag it for a remote audit later. Aim for progress, not perfection. Most shops, cafés, tradies, clinics, and micro‑offices in Brisbane can complete the basics in under an hour.

Why security matters for remote support

Remote help works best when your base settings are solid. With MFA, patching, and router hardening in place, techs can jump in quickly and safely. It also reduces noisy alerts and repeat tickets. That saves time and cuts costs for Brisbane SMEs that rely on quick fixes during the workday.

Quick risk check for Australian SMEs

• MFA: Is MFA on for every user, including owners and shared mailboxes?
• Mail rules: Any rules that auto‑forward outside your domain? If yes, stop and investigate.
• Backups: Can you restore a single email or file version from last week?
• Updates: Are Windows/macOS and browsers patched in the last 14 days?
• Router: Default admin password changed and WPS disabled?

Microsoft 365 essentials: MFA, mail rules, backups

• Turn on MFA for all users. Prefer app prompts or FIDO2 keys for admins. Avoid SMS where possible.
• Block legacy authentication (IMAP/POP/SMTP Auth where not required) and use Security Defaults or Conditional Access.
• Review mailbox rules for unknown auto‑forward, delete/move rules, or “mark as read” tricks.
• Enable SPF, DKIM and DMARC in your tenant to cut spoofing and improve deliverability.
• Use Defender for Office 365 features: Safe Links, Safe Attachments, anti‑phishing, and quarantine review.
• Lock admin roles: few admins, no shared admin accounts, and keep a break‑glass account with strong controls.
• Back up Microsoft 365 mail, OneDrive and SharePoint to separate storage with version history and immutability.

Device patching and remote monitoring basics

• Windows Update or macOS updates: apply weekly; reboot at least once a week.
• Patch browsers (Edge/Chrome) and key apps (Adobe, Zoom, Teams) often; many attacks start here.
• Remove local admin rights from daily accounts; use a separate admin login when needed.
• Turn on antivirus/EDR and device firewall. Centralise alerts to your remote monitoring tool.
• Use disk encryption (BitLocker/FileVault) for laptops to protect data if lost or stolen.
• Set standard policies with Intune or your RMM: lock screen timers, USB policy, and Wi‑Fi auto‑connect rules.

NBN modem/router hardening checklist

• Change the router admin username (if allowed) and set a long, random admin password.
• Update firmware. Many ISP routers push updates; still check monthly.
• Wi‑Fi: use WPA3 or WPA2‑AES, disable WPS, and hide or rename default SSIDs.
• Separate guest Wi‑Fi and limit it to internet only; no access to printers or NAS.
• Disable remote management and UPnP unless a business app needs it. Remove old port forwards.
• Pick clean DNS (or your security DNS) and log changes. Save a backup of the router config.
• Use a surge protector or small UPS. Summer storms in Brisbane can cause spikes and reboots.

Backup, recovery and ransomware readiness

• Follow 3‑2‑1: three copies, two media types, one offsite or immutable.
• Back up Microsoft 365 data daily with point‑in‑time restore. Keep at least 30–90 days of versions.
• Test a restore each month: one email, one OneDrive file, and a SharePoint folder.
• Record RPO/RTO targets: how much data you can lose and how fast you need to be back online.
• Harden backup accounts: MFA on, no global admin, and limited API scopes.

Staff training and phishing simulations

• Run a 10‑minute refresher this week: check links, slow down on payment changes, and ask before sending funds.
• Monthly micro‑lessons beat long courses. Keep it short and Aussie‑relevant.
• Simulate phishing quarterly. Train on reporting buttons in Outlook and Teams.
• Use passphrases and a trusted password manager. Avoid reusing passwords across tools.
• BYOD rules: work data in company apps only, screen lock on, and no sharing logins.

When to engage Geeks Brisbane for a remote audit

• You see odd mailbox rules, payment redirection emails, or login alerts from overseas.
• MFA is half‑done, or staff still use legacy email apps.
• Routers from ISPs won’t let you turn off risky features like WPS or UPnP.
• Backups exist, but restores keep failing or take too long.
• Frequent NBN dropouts or slow Wi‑Fi are hurting calls, Teams, or POS terminals.

Common problems in Brisbane

Weather and infrastructure

• Seasonal heat, storms, humidity impacts. Summer storms cause power flickers and router resets. Use surge protection and test backups after outages.
• Older buildings and NBN quirks by suburb where relevant. FTTN lines in Annerley or Moorooka may drop under load; HFC in Carindale and Clayfield can be fine until a bad splitter or coax fault.

Troubleshooting and quick checks

Short answer

If something feels off, check MFA and mailbox rules first, then router settings and updates. Confirm backups ran last night and try a small restore. If login alerts show unknown locations or funds are at risk, stop sending emails and call for help straight away.

Quick checks

Try these simple steps:

• Microsoft 365: confirm MFA prompts on login for every user.
• Outlook: check rules for auto‑forward or “delete/move” rules you did not create.
• Windows/macOS: run updates, reboot, and check antivirus is active.
• Router: confirm admin password is unique; WPS and remote admin are off.
• Backups: restore one email and one OneDrive file to a test folder.

Safety notes and when to call a pro

Red flags

Stop and get help if you see payment detail changes, fake invoices, MFA fatigue prompts you didn’t start, or files renaming with strange extensions. Don’t delete suspected mail rules; take a screenshot. If the router was reset to default, hold off reconnecting POS until it’s checked.

Local insights and examples

Brisbane/SEQ examples

We often see Fortitude Valley offices with many guest devices on the main Wi‑Fi. A quick split into a guest network fixes it. In Logan and Ipswich, FTTN modems with default admin passwords are common. In Sunnybank and Chermside, older HFC modems need firmware updates for stable Teams calls.

Milton and South Brisbane co‑working spaces can have strict VLANs. Set printer and file share rules carefully, and prefer OneDrive/SharePoint. Redlands and the Sunshine Coast often run home routers for work. Lock them down or add a small business router with proper logs and DNS controls.

FAQs

Q1: How long does this checklist take for a small Brisbane team?

Plan about an hour for the basics: MFA, rule checks, quick patching, and router hardening. Backups and a test restore add 15–30 minutes. If you hit admin rights or ISP router limits, stop and book a remote audit so you don’t break key services during business hours.

Q2: Do I still need backups if Microsoft 365 has version history?

Yes. Version history helps with user mistakes, not full account loss or ransomware that spreads to cloud drives. A separate backup with point‑in‑time restore, immutability, and long retention covers legal, HR, and disaster recovery needs far better than built‑in features.

Q3: Will MFA stop business email compromise?

MFA blocks many attacks, but not all. Attackers may trick users into approving prompts, use malware on devices, or abuse mailbox rules. Pair MFA with mail rule checks, anti‑phishing, app patching, and staff training. For owners and admins, use stronger methods like FIDO2 security keys.

Sources and further reading

This checklist aligns with the ACSC Essential Eight (patching, MFA, backups, and restricted admin rights), common Microsoft 365 hardening practices (Security Defaults, Conditional Access, Defender for Office 365), and standard router security controls (strong auth, firmware updates, WPS/UPnP off).

Wrap-up and next steps

Locking down Microsoft 365, devices, and your NBN router cuts most day‑to‑day risk fast. Work through the one‑hour checklist, note any blockers, and line up a short remote audit to finish the tricky bits. Service:
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