What you need to know about managing passwords

Discover how using strong passwords may secure your company.

Passwords are one of the most annoying aspects of using technology for a lot of individuals. Although we do want things to be secure, managing passwords can be challenging. It's nearly impossible to ensure that your password is both secure, specific to a single location, and easy for you to remember. But whether you love them or detest them, passwords are an important part of protecting your company. The difficulty is in encouraging your employees to develop good password habits.

The Challenges with (traditional) password management

The fact that many struggle with password management is possibly its largest obstacle. We struggle to think of secure passwords that satisfy a lot of requirements, we struggle to remember those passwords, and we even struggle to come up with different passwords for every website and service we use. On a personal level, this is terrible, but when your company is at stake, it becomes crucial. The ideal strategy is to figure out how to get rid of the more subjective component of password management. If you can accomplish this, you can increase the security of the passwords being used, establish better practises for password storage (such as getting rid of plain text spreadsheets and Word documents that include passwords), and almost eliminate password breaches.

What is a password manager?

A security solution that manages all things password-related is called a password manager. You don't need to write them down because it stores them safely. It can assist you in creating secure passwords that satisfy the requirements you have for a password. Additionally, to prevent you from entering the erroneous password, password managers frequently cut and paste your passwords (as well as other login information) into forms. The great thing about password managers is that many of them are cloud-based and multi-platform. So that you have total password coverage, you can register for a tool on your computer that assists you in managing passwords on your tablet, phone, and any other compatible devices.

A large portion of human error in your security process is eliminated by password managers (at least relating to passwords). As was previously noted, passwords are difficult for individuals to remember, and hackers are aware of this. Dictionary attempts rarely succeed in guessing a user's password. This form of attack basically attempts to guess your password by going through a dictionary. This can be made simpler the more people use genuine words as passwords.

The ideal methods for employing a password manager

By just existing, password managers bring best practises into your life. Because of their auto-complete features, they make it simple to construct secure passwords that you don't even need to remember. Having said that, it's wise to examine best practices periodically.

Avoid using the same passwords - Although this should be common practise by this point, many individuals still do it since it can be challenging to think of a strong password that they can remember. This is problematic because if someone manages to guess your password for, let's say, your Gmail account, they will also have access to every other account you have ever used it for. Password managers assist by keeping track of your passwords so you can easily use different, difficult-to-remember passwords for each website and service you use.

Use obscure words sparingly - We just discussed how simple it is to decipher passwords that contain real words. The same is true of terms that are close to your name and even versions of real words. Your password will be rather easily broken if someone already knows your last name and you're using one. For this reason, most locations demand that a password contain a combination of numbers, characters, and symbols.

Backup your data - frequently if you can, especially your password data. This makes sure there is always a fallback in case something terrible happens. It won't harm to periodically backup your data manually just in case, even though the most of 3rd party platforms ought to have a reliable backup mechanism in place. Nobody likes to change each password they use.

Pick a tool that is simple to use - As with other things, you can't pick a tool that is overly complicated or people won't use it. This extends beyond workers. It won't be used if deployment is challenging. Find something that is incredibly user-friendly and easy to deploy.

When possible, use two-factor authentication (2FA) - because it adds an additional layer of protection to safeguard your company. With 2FA, you must enter a password and confirm using a different device, such as your phone. By doing this, you may make sure that even if someone finds out your password, they won't be able to access your company network without also possessing the device. When combined with a password management (or if your password manager supports 2FA), you significantly lower the likelihood that someone will be able to access your company's data.

Utilize a tool that is compatible with all platforms - A password manager is meaningless if it cannot be used on all of the devices you use for work. Make sure whatever you use can be used on PCs, Apple computers, Android phones, and iPhones.

Use passwords generated by the management - We'll talk more about this below, but if you have the choice, use passwords that the manager has generated. By doing this, many harmful behaviours that can develop when selecting passwords are eliminated. To ensure that the created password meets the requirements, you might need to make a few minor adjustments, but most of the time you won't need to.

The best cycle for transformation

Not too long ago, it was advised to routinely change passwords—at least once every three months—in order to make sure everything was as safe as possible. However, there has been a recent change in this way of thinking. Security companies are beginning to advise you to choose a really strong password and use it consistently. This change was made because it is believed that forcing people to choose a new password every few months will cause them to eventually struggle to create secure passwords and fall back on bad habits, such as using the same password from the previous cycle and either adding another character or changing one character.

Want assistance with managing passwords?

Password management can take a lot of work, like many other things. Let's speak if your IT team needs assistance ensuring that your company is utilising strong passwords or if you need to set up a password management. With more than 20 years of combined knowledge, our experts can assist you in keeping your company secure. To find out how we can help, get in touch with us right now.

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