Google Workspace is a powerhouse. Whether you’re a small team or a large enterprise, it gives you everything you need to collaborate, communicate, and grow. But here’s the thing: just because Google is a security giant doesn’t mean your specific setup is bulletproof.
Think of Google Workspace like a high-tech vault. Google provides the titanium walls and the advanced locking mechanism, but if you leave the door propped open with a brick or hand out keys to everyone on the street, the vault isn’t going to do much for you.
In my years of working as a Google Partner, I’ve seen some pretty creative ways businesses accidentally leave themselves vulnerable. Most of these aren’t intentional: they are just “set it and forget it” settings that haven’t been touched in years.
Let’s walk through the seven most common security mistakes I see and, more importantly, how you can fix them today.
1. Relying on SMS for Two-Factor Authentication (2FA)
We’ve been told for years that SMS-based 2FA is “good enough.” In 2026, “good enough” is a dangerous mindset. Hackers have become incredibly efficient at “SIM swapping”: where they trick a mobile carrier into porting your phone number to a device they control. Once they have your number, they get your security codes.
The Fix:
It’s time to move beyond the text message. Within your Google Admin Console, encourage (or enforce) the use of phishing-resistant authentication. This means using the Google Authenticator app, Passkeys, or: even better: physical hardware security keys like a YubiKey. If you have high-level admins, physical keys should be mandatory. They are virtually impossible to intercept remotely.
2. Ignoring the “Big Three” Email Protocols (SPF, DKIM, and DMARC)
Email is still the primary way hackers try to get into your business. If you haven’t properly configured your email authentication, someone can easily “spoof” your domain, sending emails that look exactly like they came from you. This isn’t just a security risk; it also kills your email deliverability.
The Fix:
You need to ensure three specific records are set up in your DNS settings:
- SPF (Sender Policy Framework): Tells the world which mail servers are allowed to send email on your behalf.
- DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails, proving they weren’t tampered with in transit.
- DMARC (Domain-based Message Authentication, Reporting, and Conformance): Tells receiving servers what to do if an email fails SPF or DKIM checks (e.g., send it to spam or reject it entirely).
Setting these up is one of the best things you can do for your brand’s reputation. You can learn more about how we help with this on our Google Workspace Health and Security Checkup page.
3. Letting Emails Auto-Forward to External Addresses
This is a silent killer. Sometimes an employee sets up an auto-forward to their personal Gmail so they can work from home more easily. Other times, a hacker gets into an account and sets up a forwarding rule so they can silently monitor every invoice and sensitive document that hits that inbox.
The Fix:
Unless there is a very specific, vetted business reason, you should disable automatic forwarding to external addresses across your entire domain. You can find this in the Gmail settings within the Admin Console. By disabling this, you ensure that business data stays within the business environment.
4. Using Super Admin Accounts for Daily Tasks
This is a classic mistake. If you’re the owner or the IT lead, you probably have “Super Admin” privileges. If you use that same account to read your daily news, click on LinkedIn links, and sign up for newsletters, you are taking an enormous risk. If that account is compromised, the hacker has the keys to the entire kingdom.
The Fix:
Separate your roles. Create a “standard” user account for your daily emails, docs, and meetings. Only log into your Super Admin account when you actually need to perform administrative tasks. It’s a minor inconvenience that prevents a total system takeover.
5. The “Wild West” of Third-Party App Permissions
We’ve all seen the pop-up: “This app would like to access your Google Drive and Gmail.” Most users just click “Allow” because they want to use a new productivity tool or a free PDF converter. This is called “consent phishing.” Once allowed, that app might have the right to read, move, or delete your data.
The Fix:
Go to the App Access Control section in your Admin Console. See which apps have been granted permission to access your data.
- Revoke access for any apps you don’t recognize.
- Set a policy that requires admin approval for any new third-party apps.
- Regularly audit the list to prune out tools that haven’t been used in months.
6. Neglecting Your Mobile Fleet (Endpoint Security)
Your team is likely accessing work emails and Drive files from their phones and tablets. What happens if one of those phones is left in a taxi or stolen at a coffee shop? If you aren’t managing those “endpoints,” your data is walking around unprotected.
The Fix:
Enable Google Endpoint Management. At a minimum, you should require that any device accessing company data has a screen lock (passcode, biometrics) and encryption enabled. More importantly, this allows you to perform a remote wipe of business data if a device is lost or stolen, without touching the employee’s personal photos or apps.
7. The “Set It and Forget It” Mentality
The biggest mistake is assuming that because you set things up correctly two years ago, you’re still secure today. Cyber threats evolve. Google adds new security features every month. What was “best practice” in 2024 is likely outdated in 2026.
The Fix:
Security is a process, not a project. You need to conduct regular audits. Check your logs, review who has access to what, and stay updated on new security releases. If you haven’t looked at your security dashboard in six months, you’re likely overdue for a checkup.
Need a Hand Hardening Your Workspace?
Staying on top of these settings can feel like a full-time job, especially when you’re busy running your business. That’s where we come in. At Cloud Computer Company, we live and breathe this stuff.
If you’re worried that your current setup might have a few “bricks propping the door open,” we can help. Check out our Google Workspace Health and Security Checkup to get a professional set of eyes on your environment. We’ll find the gaps, close the holes, and give you the peace of mind to get back to work.
About Mathew Hoffman
Mathew Hoffman is the owner of Cloud Computer Company. He started his career in the IT industry back in 1981, holding senior technical and management roles at the State Bank of NSW, Minet Australia, Wilhelmsen Lines, and Rothmans of Pall Mall. A career highlight was his involvement in the technology rollout for the Sydney 2000 Olympics. Since 2001, Mathew has provided dedicated IT consultancy to small and medium businesses. He became an original Google Partner in 2008 and re-branded the business to Cloud Computer Company in 2017. Now based in Noosa, Mathew is a keen follower of cricket, having played and coached in both Sydney and the Sunshine Coast. When he’s not securing cloud environments, he enjoys spending time with his family, hitting the beach, or playing a round of golf.
