You’re knee-deep in your day. Maybe wrapping up a budget report, maybe juggling a few vendor calls when an email shows up that makes you pause. The subject line is alarming, the wording feels pushy, and you’re not sure if it’s safe. For IT decision makers, this is a familiar moment. You’re not just thinking about yourself, but about the ripple effect across your team.
This guide will help you stay calm when that happens, guiding you step-by-step through how to handle suspicious emails in the moment and showing how you can help your team develop those same steady habits. Let’s dive into the first step and see why your initial reaction matters.
Step 1: Slow Down the First Reaction
Scam emails are designed to jolt you. They rely on surprise, like someone jumping out in a scary movie. That first jolt makes people click before they think.
Pause before acting: don’t open attachments or click links. Just stop and breathe. Creating a moment of space keeps you in control and clears your mind.
Step 2: Trust, But Double-Check
A message may look familiar with your company’s logo or a known manager’s name. That’s why phishing is effective: it often appears routine.
Before you trust, double-check. Is the request something that makes sense? Does the timing feel right? If your “gut check” is raising questions, it’s time to dig deeper.
Step 3: Spot the Drama
One big clue with suspicious emails is the over-the-top drama. Scammers love urgent countdowns, threats of lost access, or exaggerated promises. Think of it like a pushy salesperson banging on your door. You wouldn’t sign a contract on the spot just because they say you’ll “lose out forever.”
When an email feels dramatic, that’s your signal to step back. Real companies usually communicate important changes in calm, professional ways. Learning to spot the drama is an impactful way how to handle suspicious emails.
Step 4: Confirm Through Another Channel
This is where you take the power back. If the email says it’s from your boss or a vendor, don’t respond to that message directly. Instead, reach out in a way you already trust: call them, text them, or start a fresh email to the contact info you know is correct.
That extra step may feel small, but it completely flips the script. Now you’re leading the conversation instead of reacting to theirs.
Step 5: Loop in the Right People
At ONE 2 ONE, we encourage clients to share suspicious emails with their IT team right away. Not because you’re in trouble, but because you’re helping protect the whole group. Reporting is like pulling a fire alarm when you smell smoke. Even if it turns out to be a burnt bagel in the toaster, you’ve kept the building safer.
And if you’re the IT lead yourself, use those moments as teaching tools. Share what you saw, explain why it was suspicious, and help others learn from it.
Step 6: Clear It Out
Once you’ve reported and learned from the email, delete it. Leaving it in your inbox just increases the odds that someone clicks later by accident. Out of sight really does mean out of mind here.
Building a Calm Culture
Suspicious emails aren’t going away. But the way you and your team respond makes all the difference. If everyone treats these moments as normal, not scary, your organization becomes harder to rattle and harder to trick.
At ONE 2 ONE, we believe IT decision makers should feel steady, not spooked, when digital threats show up. With a calm, repeatable process, you won’t just survive the next phishing attempt. You’ll teach your team how to beat it.
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