Passwords are still the keys to most business systems — email, bank accounts, POS software, and cloud storage. Weak passwords are one of the easiest security problems to fix, and one of the most commonly exploited.
Make Passwords Long and Unique
A strong password is at least 12 characters and not reused across accounts. Passphrases — like four random words — are easier to remember and harder to crack than short complex passwords.
- Never reuse passwords across business accounts
- Avoid names, birthdays, and common words
- Use a passphrase: "Blue-Market-Safe-2026" is strong and memorable
Stop Sharing Passwords
When three staff members share one login, you cannot tell who did what, and you cannot remove access when someone leaves without changing the password for everyone. Give each person their own account.
Enable Two-Factor Authentication (2FA)
2FA adds a second step after your password — usually a code on your phone. Even if someone steals your password, they cannot log in without your phone. Enable it on email, cloud accounts, and banking where available.
Write a Simple Password Policy
A one-page policy is enough for most small businesses. Cover: minimum length, no sharing, when to change passwords (after staff leave or a suspected breach), and how to store passwords safely (password manager, not sticky notes).
When Staff Leave
Change shared system passwords immediately. Disable or remove the departing staff member's accounts on the same day — email, POS, cloud services, and Wi-Fi access.
Need help implementing this?
Our team can assess your current setup and recommend practical next steps for your business.