Imagine this: you arrive at work, all set to tackle the day's tasks, only to find out that your company's password is about to expire and you need to create a new one. It may seem like a minor inconvenience, but did you know that those pesky password rules requiring you to use capital letters and special characters, and change your password frequently could be making you less secure? 

In this blog post, we'll explore four common password mistakes you - and your small business - might be making and provide practical solutions to fix them.

Table of Contents

• #1: The Mistake - Using Simple Passwords
• The Fix - Use Longer (Not More Complex) Passwords
• #2: The Mistake - Using Guessable Passwords
• The Fix - Don't Use Common Phrases or Words
• #3: The Mistake - Relying Exclusively on Password-less and Two-Factor Authentication
• The Fix - Use Two-Factor Authentication in Combination with a Strong IT Security System
• #4: The Mistake - Not Using Password Managers
• The Fix - Use a Password Manager

#1: The Mistake - Using Simple Passwords

Let's face it - we're smart, but we're also lazy. When we're forced to create new passwords every month or every three months, we tend to take the path of least resistance and come up with the simplest password that satisfies the requirements given to us. We might add a number at the end or throw in an exclamation point, changing the number or special character every time we're prompted to update our password. But here's the thing: these types of passwords are not secure and can be easily cracked by hackers. Shockingly, many companies still enforce these types of password rules, making it even easier for hackers to gain access to sensitive information.

The Fix - Use Longer (Not More Complex) Passwords

Complex passwords aren't the answer. Instead, companies should start encouraging people to use longer passwords. It's not necessary to force people to include a bunch of random special characters to make a strong password or to change their password too frequently to be more secure. Instead, encourage them to create a long password the first time around and stick with it. This can be the most secure option, making it much more difficult for hackers to guess the password. By creating longer passwords and avoiding the use of easily guessable words or phrases, individuals can significantly reduce their vulnerability to cyber threats.

#2: The Mistake -  Using Guessable Passwords

Another common mistake that people make is using easily guessable passwords like "123456" or "password". Unfortunately, these bad passwords are used far too often and can be easily found in giant lists of leaked passwords that are readily available on the internet. In fact, hackers can use these lists to try and guess a person's password, especially if they have any information about that person, such as their email address or name. By using passwords that are too simple or too common, people put themselves at a higher risk of being hacked.

The Fix - Don't Use Common Phrases or Words

To address this issue, companies should enforce strong password rules and disallow users from using easily guessable passwords like "password" or "123456". This is one of the few seemingly arbitrary rules that should be enforced, as it can help protect sensitive information from cybercriminals. Remember, an easily guessable password is a weak password; avoiding these basic, common strings of letters and numbers can significantly reduce the risk of a data breach. Moreover, this simple change can help to establish a culture of security within the organization and help to ensure that all employees take cyber threats seriously.

#3: The Mistake - Relying Exclusively on Password-less and Two-Factor Authentication

While many companies are moving towards password-less and two-factor or multi-factor authentication, these security measures are often less convenient and less secure than traditional passwords. For example, password-less authentication only works on certain devices and web browsers, while two-factor authentication can be challenging to set up and use. Moreover, requiring employees to use multiple factors of authentication can be time-consuming and may slow down productivity. While these measures may be effective in some cases, it's important to balance the need for security with the need for convenience and usability. Ultimately, companies should strive to strike a balance between strong security and practicality when it comes to managing passwords and other security measures.

The Fix - Use Two-Factor Authentication in Combination with a Strong IT Security System

While traditional security measures like two-factor authentication can provide some level of protection, companies need a more comprehensive approach to IT security. By combining two-factor authentication with a robust IT security system, you can ensure that your employees are protected without sacrificing productivity. The added benefit of using a strong IT security system is that it enables your IT team to control and monitor access, ensuring that only authorized users can gain access to sensitive information. With this added layer of security, companies can feel confident that their data is protected from prying eyes and other threats

Mistake #4: Not Using Password Managers

Despite the growing awareness of cybersecurity risks, many people still do not use password managers, which are an essential tool for securely storing passwords and making it easier to manage them across multiple devices. Password managers can generate and store strong, unique, random passwords for each account, eliminating the need for users to remember them. This can help prevent users from reusing passwords or creating weak ones that are easy to guess. Additionally, password managers can also provide other features, such as password auditing and breach monitoring, to help users stay on top of their password security. Companies should encourage their employees to use password managers and provide training on how to use them effectively.

The Fix - Use a Password Manager

By using a password manager, you can improve your password security and reduce the risk of falling victim to cybercrime. A good password manager will store all your passwords in an encrypted vault, making them accessible only to you. Plus, it will generate strong, unique passwords for each account, removing the need to remember them all. Password managers also make it easy to manage your passwords across multiple devices, allowing you to stay secure and protected wherever you go. Companies should encourage their employees to use password managers and provide training on how to use them effectively, ensuring everyone is taking steps to protect themselves and their valuable information.

The Bottom Line

If you've been making these password mistakes, it’s not your fault. There's a lot of misinformation out there and common knowledge isn't always the best. The good news is that it's easy to start employing strategies that ensure your organization is using secure passwords.

Choosing the Right Partner For Your IT Needs

At Twin Pines Technology we help businesses protect, ensure, and recover from IT incidents. Don't wait until it's too late to protect your business from bad passwords and weak cyber security. Contact us today to speak with one of our experts and take the first step towards a more secure future for your business.