In the digital world, where most applications and systems require login credentials, password security is essential. Poorly protected data can jeopardize not only individuals but the entire organization. That’s why it’s crucial that every team member understands the importance of handling passwords securely. One careless team member can compromise the safety of the whole company.

Let’s explore how to ensure your data is properly password-protected and safe from misuse that could harm your business.

Having strong and secure passwords is key—but just as important is how they are stored. In this section, we’ll look at best practices for creating and managing passwords, as well as tools that can help you keep them safe.

Use a password manager

Password managers are an effective tool for securely generating, storing, and managing passwords. They allow you to keep all your passwords in one place and sync them across devices, protected by a master password or biometric data.

Benefits of using a password manager:

• Secure generation: Create strong, unique passwords for every account.
• Encrypted storage: Passwords are safely encrypted, reducing the risk of misuse.
• Easy management: Use different passwords for each account, boosting overall security.
• Convenient access: Even if you don’t remember your passwords, you can access them anytime through the password manager.

Some of the most well-known and widely used password manager services include:

• 1Password – Known for its user-friendly interface and strong security features. It securely stores and manages passwords, sensitive information, and generates strong passwords.
• LastPass – One of the most popular password managers, offering a wide range of features including autofill, password generation, and cross-device syncing.
• Dashlane – Offers comprehensive password management with features like secure password sharing, dark web monitoring for data breaches, and even a built-in VPN.
• Bitwarden – An open-source password manager that has gained popularity for its transparency, security, and the option to self-host. Bitwarden is also budget-friendly and offers a robust free version.
• NordPass – Offers a modern design, ease of use, password generation, weak password alerts, and synchronization across devices.
• Norton Password Manager – Part of Norton’s security suites, this manager includes basic password management features, password generation, device syncing, and protection of sensitive data.
• Apple iCloud Keychain – A built-in password manager for Apple devices, allowing users to securely store and sync passwords across devices via iCloud.

And many more…

Keep Your Master Password Truly Strong and Secure

Your password manager requires a master password to access all stored passwords. This should be the strongest password you use—yet memorable enough to recall easily and use routinely. Since it’s the key to everything else, compromising it could have serious consequences. We’ll show you how to create a secure master password later in this article.

Enable Two-Factor Authentication for Your Password Manager

If your password manager supports two-factor authentication (2FA), be sure to enable it. 2FA adds an extra layer of protection—so even if someone gets your master password, they still can’t access your data without a second verification step (e.g., a code sent to your phone).

Avoid Saving Passwords in Your Browser

While convenient, saving passwords in your browser isn’t a secure option. If an attacker gains access to your device, they can easily exploit those saved passwords. Password managers offer significantly better encryption and security.

Don’t Reuse Passwords

Use a unique password for each account. Reusing passwords increases risk—a single compromised password could give an attacker access to multiple accounts.

Keep Your Password Manager Up to Date

Like any software, your password manager should be regularly updated to receive the latest security patches and features. This helps protect your data from newly discovered vulnerabilities.

Be Cautious When Sharing Passwords

If you ever need to share a password with a colleague or family member, do so only through secure channels. Many password managers offer secure sharing features that don’t expose the password itself. Avoid sending passwords via email or other unprotected methods. Always treat shared passwords as compromised and change them as soon as possible.

Regularly Review Your Passwords

Perform regular password audits. Many password managers will flag weak or compromised passwords. If you discover a breach (e.g., via Have I Been Pwned), update the affected password immediately with a stronger one.

Should Users Be Forced to Change Passwords Regularly?

Many companies require users to change their passwords periodically—but without offering tools to manage them. This often backfires, leading users to create weaker passwords or write them down in unsafe places (like sticky notes). A long-term, strong, and securely stored password is better than frequent changes that reduce password quality.

Tips for Creating a Secure Password

Creating a strong yet memorable password can be challenging. Here are practical tips and techniques to help you generate passwords that are both secure and user-friendly.

Use a Password Generator for Individual Services

One of the easiest ways to create a truly secure password is by using the password generator in your password manager. These passwords are highly secure but hard to remember or type manually—making them perfect for storing in a password manager, but not ideal as a master password.

Create a Memorable Passphrase for Your Master Password

Another effective technique is to use a memorable phrase instead of a random string of characters—ideally one that can’t be found in a dictionary. Think of a unique combination of words that forms a long and secure phrase. You can include slang, childhood expressions only you know, memorable misspellings, and mix in numbers (not birth years) and special characters. Using national diacritics can also increase complexity—but be aware of keyboard layout challenges when entering them. Avoid personal information like names, birthdates, phone numbers, or parts of your address, as these are easy to find and guess.

You might be interested in