How to Use VPN for Small Business

 As a small business owner, you might think VPNs are only for large corporations. However, with increasing cybersecurity threats and remote work becoming commonplace, a VPN has become essential for businesses of all sizes. A VPN creates a secure, encrypted connection between your employees' devices and your business network, protecting sensitive data from prying eyes.

Key Benefits for Small Businesses

1. Secure Remote Access: Allow employees to safely access company resources from anywhere
2. Data Protection: Encrypt sensitive business communications and file transfers
3. Public Wi-Fi Security: Protect employees working from coffee shops or other public locations
4. Cost-Effective Security: Implement enterprise-level security at a fraction of the cost
5. Client Confidence: Demonstrate your commitment to protecting client information

VPN Implementation Options for Small Businesses

1. Commercial VPN Services

The simplest approach is subscribing to a business-oriented VPN service.

Best for: Businesses with limited IT resources, startups, and solopreneurs.

How to implement:

• Select a business VPN provider with team management features
• Purchase licenses for all employees who need access
• Install the VPN client on all company devices
• Provide basic training on when and how to use the VPN

Popular options: NordVPN Teams, ExpressVPN, Perimeter 81

2. Setting Up Your Own VPN Server

For more control, you can set up your own VPN server.

Best for: Businesses with IT staff and specific security requirements.

How to implement:

• Purchase and configure a VPN-capable router or dedicated server
• Set up the VPN server software (OpenVPN, WireGuard, etc.)
• Configure user accounts and access privileges
• Distribute configuration files to employees
• Establish monitoring and maintenance procedures

3. Managed VPN Solutions

A middle ground where an IT provider handles the setup and management.

Best for: Growing businesses without full-time IT staff.

How to implement:

• Partner with a managed service provider (MSP)
• Work with them to determine your security needs
• They'll handle setup, configuration, and ongoing maintenance
• Receive regular security reports and updates

Best Practices for Small Business VPN Usage

1. Create a Clear VPN Policy

Document when employees should use the VPN and how to use it properly:

• Which company resources require VPN access
• When VPN must be active (e.g., always when handling client data)
• Protocol for reporting connectivity issues
• Consequences for bypassing VPN requirements

2. Implement Multi-Factor Authentication

Add an extra security layer by requiring more than just passwords:

• Combine passwords with authenticator apps
• Consider hardware security keys for highest security
• Ensure verification occurs at VPN login

3. Use Role-Based Access Control

Not everyone needs access to everything:

• Create user groups based on job functions
• Restrict access to only necessary resources
• Review and update permissions when roles change

4. Regular Security Audits

Verify your VPN is working as intended:

• Conduct periodic security assessments
• Test for common VPN vulnerabilities
• Update configurations and software promptly

5. Employee Training

The strongest security systems can be undermined by user error:

• Train staff on proper VPN usage
• Explain the importance of VPN security
• Provide refresher training when protocols change

Deploying VPN for Common Small Business Scenarios

Remote Workforce

For employees working from home:

• Install VPN clients on company-issued devices
• Configure split tunneling to only route business traffic through VPN
• Create troubleshooting guides for common connectivity issues

Business Travel

For team members on the road:

• Pre-configure devices with VPN settings before travel
• Provide instructions for connecting from various locations
• Emphasize the importance of VPN use on hotel and airport Wi-Fi

Multiple Office Locations

For businesses with several physical locations:

• Set up site-to-site VPN connections between offices
• Create redundant connections for reliability
• Establish consistent security policies across locations

Potential Challenges and Solutions

Performance Issues

• Optimize server locations for your team's geography
• Consider split tunneling to reduce unnecessary traffic
• Upgrade bandwidth if bottlenecks occur

User Adoption

• Make the VPN easy to use (one-click connect)
• Explain the "why" behind security policies
• Recognize and address friction points

Technical Support

• Create clear documentation for common issues
• Establish support channels for VPN problems
• Consider managed solutions if support becomes burdensome

Cost Considerations

VPN implementation can vary widely in cost:

• Commercial services: $5-15 per user monthly
• Self-hosted solution: Higher initial setup ($300-1,000) with lower ongoing costs
• Managed solutions: $15-50 per user monthly with support included

Balance these costs against potential losses from a data breach, which average $200,000 for small businesses—enough to force many to close their doors.

Conclusion

Implementing a VPN solution is no longer optional for security-conscious small businesses. By selecting the right implementation approach, establishing clear policies, and providing proper training, you can significantly enhance your company's security posture while enabling the flexibility modern businesses need. Start with a solution that matches your current size and technical capabilities, with room to scale as your business grows.