If you ask a security professional how to share passwords, they’ll say: “Don’t share passwords.” But in reality, that’s not always practical. Many offices share a single password for apps like SurveyMonkey to save costs, and some social media accounts don’t offer multiple log-ins. Sharing passwords is sometimes necessary for collaboration, and the best way to do this safely is by using a password manager.
Why Share Passwords?
Shared accounts are a common reason businesses share passwords, whether employees are in the office or working remotely. It facilitates collaboration and simplifies tasks. Other reasons include covering for medical leaves, vacations, or unexpected absences. However, unsafe sharing can expose your passwords to hackers, who can sell your data on the dark web. In 2022, IBM Security reported that 19% of breaches were due to stolen or compromised credentials.
Avoid These Common Password-Sharing Mistakes
1. Don’t email passwords
Emails can be intercepted, and even encrypted ones are stored on multiple servers.
2. Never text passwords
SMS and messaging apps like Slack aren’t secure.
3. Avoid writing down passwords
Sticky notes, memo pads, and Google Docs are unsafe.
4. Don’t store passwords on devices
If your device gets hacked, your passwords are at risk.
Avoid These Common Password-Sharing Mistakes
Using a reliable password manager is the safest method. These tools offer multiple layers of encryption, meaning only those with the master password can access the vault. Key features include:
- Zero-knowledge architecture: Even the password manager service can’t see your data.
- Multifactor authentication (MFA): Adds an extra layer of login security.
- Unique password generation: Creates strong, random passwords.
- Spoofed page warnings: Alerts you if a login page is fake.
- Breach or weak password notifications: Notifies you if your password is leaked or weak.
- Secure password sharing: Allows you to control who sees specific passwords.
You only need to remember one master password. While everyone you share a password with needs an account on the same service, corporate accounts usually cover this.
Smart Businesses Use Password Managers
Avoid sharing passwords whenever possible, but when necessary, use a reliable password manager. Educate your employees about safe password practices, host regular security training, and use MFA on all accounts. It’s not just safe business—it’s smart business. If you need help choosing a password manager, give us a call, and we’ll set you up with the right one.