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What’s The One Change Every Small Business Should Make in 2026? Strengthen Your Internal Controls
With the chaos of the holiday season slowly getting back to normal, the start of the new year is the perfect time to hit pause, take stock… and get serious about the business of ‘working on’ your business. It’s the perfect opportunity to get back to basics and evaluate your internal processes, picking up any small cracks in systems, policies or procedures before they become a problem. It could mean the difference between a smooth year ahead or a string of headaches. Whether it’s tightening up how you approve payments, locking down your digital files or making sure everyone knows and understands changes in policies and procedures, reviewing your internal controls can set you up for fewer surprises and more peace of mind throughout the rest of the year. So, let’s look at a few areas where it’s essential to have strong internal processes. And if you don’t have these checks in place already, then consider how these few simple steps can make a huge difference to your business security.

Secure Digital Document Hubs

Do you remember when filing paperwork was someone’s full time job? Now, printed documents are a thing of the past, but the principle remains the same – you still need to be able to easily find any document you are looking for. It’s important that your team knows where to store digital documents, as well as easily find the latest version of a contract or policy. A secure document hub, like Sharepoint or Google Workspace, can support you to keep files available for everyone. But it’s not just about easy access to information for your team, it’s also about putting a digital lock on your most valuable information. A document hub will bring peace of mind, knowing that your files remain confidential. If you don’t yet have a digital document hub, your files could be at risk.

Password Managers & Two-Factor Authentication

If you’re still using the same password for everything, or especially if you’re recording your logins in an unsecure document online, it’s time to level up. Password manager programs, like Keeper, make it easy for you and your team to use strong, unique passwords without the headache of trying to remember them all. And when you layer in two-factor authentication (2FA), you’ve just made your business much harder for anyone trying to hack in. These internal processes are easy to implement and can make a huge difference to the security of your business.

Solid Antivirus & Spam Filters

We all know the huge digital risks a business faces every single day with viruses and spam emails. This isn’t just an IT issue. Clicking on a single dodgy link can open the door to ransomware, data leaks or worse. When you invest in quality antivirus software and robust email spam filters, these tools can work quietly in the background, blocking threats before they ever reach your team. It’s the digital equivalent of locking your front door every night. As a business owner, you must be aware of the latest dangers and ensure your antivirus is up to the task. 

E-Signature Approvals – for suppliers & customers

Do you have a procedure in place to ensure any clients approve quotes with a digital signature? And what about quotes you receive from suppliers? What’s your policy to approve a purchase? E-signature tools, like DocuSign or Adobe Sign, can make approvals quick and paperless, but there still needs to be a procedure to follow. When you have a digital trail of who agreed to what and when, you’re in a much stronger position if there’s ever a dispute over payment. With a proper procedure in place, there’s no more chasing signatures or relying on verbal agreements.

Dual-Person ABA Approval Chains

Are you a business using ABA files to process payroll, supplier payments, direct debits or bulk EFT payments? If so, then dual-person approval chains for these payments are a must. It’s a simple step that can prevent costly mistakes and fraud. Two sets of eyes on every outgoing payment means accountability, transparency and peace of mind, especially when you’re an NFP dealing with donor or grant money.

Detailed (up-to-date) Procedures

It’s not uncommon for us at WestBAS to work with new clients who say, ‘yes, we have fully detailed policies and procedures,’ but on further investigation, those procedures haven’t been updated for several years. Working environments can change rapidly, and procedures (especially) should be checked and updated regularly. 

Documented procedures ensure everyone knows exactly what to do, who to report to and how to spot red flags. There should be no doubt who is accountable for what! When roles and responsibilities are clear, mistakes and oversights become rare. Keeping your procedures updated means you are giving your team the right tools for the job.

Make 2026 the Year You Get Serious

Ready to make your business digitally safer and stronger in 2026?

When you consider the steps above, it’s clear to see the impact that strengthening your internal controls could have on your business. It’ doesn’t have to be all or nothing. Start with one change first, such as securing your documents, and see the difference it can make to your efficiency and culture in the workplace.

And if you have any questions, reach out to us at WestBAS – we are here to help!