How to Run an Email Phishing Simulation: A Step-by-Step Guide

In 2023, nearly 9 million phishing attacks were detected worldwide, and in the first quarter of 2024 alone, nearly 1 million unique phishing sites were identified, according to Statista.

Despite companies investing heavily in advanced cybersecurity tools, human error continues to be the weakest link, providing cybercriminals an easy way in. A single click on a malicious email can bring entire networks to their knees, leading to devastating financial and reputational damage.

But here’s the good news: you can train your employees to be the first line of defense. By running a well-designed phishing simulation, you can dramatically increase awareness, help your staff recognize phishing attempts, and significantly reduce your organization's exposure to cyber threats.

In this blog, you'll learn how to run an email phishing simulation step-by-step, from setting clear objectives to analyzing the results, and ultimately creating a stronger security culture across your organization.

Step 1: Define Your Objectives and Scope

Before launching your phishing simulation, it’s crucial to establish clear objectives. Are you targeting specific departments or the entire organization? Are you testing awareness of specific phishing techniques like spear phishing, quishing, or vishing?

Consider these key questions:

• What behaviors do you want to change?
• What types of phishing threats are most relevant to your organization? (e.g., credential theft, malware delivery, business email compromise)
• What metrics will define success? (Click rates, report rates, and time-to-report)

By answering these questions, you can design a simulation that aligns with your cybersecurity goals and measures the right outcomes.

Step 2: Choose the Right Phishing Simulation Tool

To run an effective phishing simulation, you need the right software. A high-quality phishing simulator allows you to create realistic phishing emails, automate distribution, and analyze results effectively.

The Keepnet Phishing Simulator offers a comprehensive solution with 2 powerful options for launching phishing campaigns:

• Fast Launch for quick, easy phishing simulations without advanced setup.
• Campaign Manager for full customization, allowing you to fine-tune your simulation with advanced features such as Multiple Target Groups, SMTP Delay, Scenario Randomization, and Scheduled Launch.

This flexibility ensures that you can run phishing campaigns that meet your specific needs, whether you're looking to simulate a single attack or test across multiple departments with varied phishing scenarios.

Step 3: Design Realistic Phishing Scenarios

For your phishing simulation to be effective, the scenarios need to mimic real-world phishing tactics. Consider using elements like:

• Spoofed domains to make emails appear legitimate.
• Urgent language (e.g., “Your account has been suspended”) to test employee responses under pressure.
• Malicious links or attachments to gauge how carefully employees review suspicious content.

With Keepnet’s Phishing Simulator, you can customize scenarios based on industry-specific threats. For example, financial institutions may test phishing attacks related to invoicing or bank transfers, while healthcare organizations can simulate phishing attempts involving patient data. Additionally, you can randomize scenarios across target groups or assign different ones for more granular testing.

Stay updated on emerging phishing trends like quishing (QR code phishing) and incorporate these into your simulations to keep employees alert.

Step 4: Launch Your Phishing Simulation

Once your scenarios are ready, it’s time to launch the phishing simulation. Follow these best practices for a smooth rollout:

• Start with a small group: Test your phishing simulation with a select department first to gather initial insights and refine your strategy.

• Avoid high-pressure times: Run simulations during regular business periods. Avoid launching during busy projects or deadlines when employees may be less focused.

• Monitor results in real-time: Use your simulator’s dashboard to track who opened the email, clicked on the link, or reported the phishing attempt.

The Keepnet Human Risk Management Platform provides detailed real-time monitoring and analysis, helping you identify which employees are most vulnerable and need additional training.

Step 5: Analyze the Results

After the simulation, it's crucial to analyze the data. Key metrics to focus on include:

• Click-through rates: How many employees clicked on the phishing link?
• Reporting rates: How many employees correctly reported the phishing email to IT?
• Response time: How quickly did employees identify and report the phishing attempt?

These insights will help you pinpoint where your current security awareness training is effective and where further improvement is needed. The Keepnet Phishing Simulator’s reporting dashboard offers detailed analytics to track user behavior and highlight patterns that require attention.

Step 6: Provide Feedback and Ongoing Training

After running the simulation, provide immediate, personalized feedback to employees, especially those who clicked on phishing links. Use this opportunity to reinforce learning, explaining what they missed and how to avoid similar traps in the future.

With Keepnet, you can also automatically enroll employees who fail phishing tests into follow-up training sessions. Options include redirecting them to training content immediately after clicking a phishing link or sending training emails later.

For more in-depth education, consider offering 10 essential tips to protect against phishing as part of your ongoing security training program.

Step 7: Regularly Repeat the Simulation

Running one phishing simulation is not enough. Cyber threats are continuously evolving, and your employees need regular training to stay vigilant. Schedule phishing simulations at regular intervals, such as quarterly or bi-annually, to reinforce key lessons and measure progress.

The Keepnet Phishing Simulator allows you to schedule phishing campaigns in advance and even randomize scenarios for repeated simulations, ensuring employees are consistently challenged.

As phishing tactics grow more sophisticated, adapt your simulations to test employees on newer threats like spear phishing and multi-factor authentication (MFA) phishing.

Run Effective Email Phishing Simulations with Keepnet

Phishing simulations are a vital part of any cybersecurity strategy, helping employees recognize and respond to phishing attempts while providing actionable insights to improve your defenses.

With the Keepnet Phishing Simulator, you can create customized phishing campaigns that not only test employee vigilance but also improve reporting rates. Organizations using Keepnet have seen phishing reporting increase by up to 92%, thanks to AI-powered simulations that accurately mimic real-world attacks.

By using advanced targeting, automated follow-ups, and detailed analytics, Keepnet helps you minimize social engineering risks while enhancing your security awareness training.

Start your simulation today to reduce human error and protect your organization from phishing threats. Sign up for a free trial and see how effective phishing simulations can transform your security culture.