Password Security: Strengthen Your Policy to Protect Your Business

Brief: Weak passwords are one of the most common reasons for cyber breaches, yet they’re an easy fix. This guide will help you understand why strong password security is critical, how to create secure passwords, and how to build a company-wide password policy to keep your business safe.

“Treat your password like your toothbrush. Don’t let anybody else use it, and get a new one every six months.” — Clifford Stoll, Astronomer and Computer Security Expert

It may be hard to believe, but passwords are still one of the weakest links in cyber security. Despite advancements in technology, many people still use passwords like “123456” or “password,” creating an open invitation for cyber criminals.

The good news? Strengthening your password security and adopting secure password practices are easy wins that can greatly enhance your company’s security.

In this guide, we’ll explore common password mistakes, provide tips for creating strong password security, and discuss how to implement an effective password policy for your team.

Why Weak Passwords Are a Big Problem

Passwords are often the first—and sometimes the only—line of defense between cyber criminals and your sensitive data. Here’s why weak passwords pose such a significant risk:

• Easy to Guess: Many people use personal information like birthdays or pet names, making it easy for attackers to guess passwords through simple social engineering.
• Credential Stuffing: Hackers often use lists of previously breached credentials to try and access other accounts. If your team reuses passwords, they’re putting your company at risk.
• Brute Force Attacks: Attackers use software to guess passwords, especially common and simple ones, until they find the correct combination.

These issues make it easier for cyber criminals to gain unauthorized access to sensitive data, which could result in data breaches, financial loss, and reputational damage.

The One Thing Everyone Gets Wrong: Weak Passwords (and how to fix it)

The number one mistake most people make with passwords is making them too simple. But why do weak passwords remain so common?

• Convenience: People prioritize convenience over security, choosing passwords that are easy to remember.
• Password Fatigue: Between work accounts, personal accounts, and other online services, it’s difficult to manage so many unique passwords.

The solution? Strengthening password practices by making passwords both strong and manageable.

Tips for Creating Secure Passwords

Here are some easy-to-follow tips for creating strong passwords that help keep your organisation safe:

1. Use Long Passwords: A password should be at least 12 characters long. Longer passwords are significantly harder for attackers to crack through brute force attacks.
2. Avoid Common Words: Avoid simple words or predictable phrases, such as “password,” “123456,” or anything that can easily be found in a dictionary.
3. Add Complexity: Use a combination of upper and lowercase letters, numbers, and symbols. Complexity makes it harder for attackers to guess the password.
4. Do Not Reuse Passwords: Reusing passwords across accounts makes you vulnerable to credential stuffing attacks. Always create a unique password for each account.
5. Use Passphrases: Consider using passphrases—a series of random words combined in a memorable way, like “PurpleGiraffe!Balloons2023.” These are easier to remember while still being secure.
6. Avoid Personal Information: Steer clear of using personal information like birthdays, names, or favourite hobbies. These are easily found online by attackers.
7. Use a Password Manager: Encourage your team to use a password manager. Password managers store all passwords in one secure place, helping users generate strong, unique passwords without having to remember each one.

Implementing a Strong Password Policy

To keep your organisation secure, you need more than just strong individual passwords—you need a comprehensive password policy that all employees understand and follow.

1. Educate Your Team

Start by making sure everyone understands why strong passwords are so important. Run a training session that explains the risks associated with weak passwords and provides examples of best practices for creating secure passwords.

2. Set Clear Guidelines

Your password policy should clearly state:

• Minimum Password Length: Set a minimum of at least 12 characters.
• Complexity Requirements: Require a mix of letters, numbers, and symbols.
• Frequency of Password Changes: Require regular password changes, but not so frequently that users are tempted to make passwords weaker.
• Password Reuse: Strictly prohibit reusing old passwords.

3. Enforce Password Management Tools

Encourage the use of password managers across your organisation. Password managers reduce the burden of remembering complex passwords and ensure that each account is protected with a strong, unique password.

4. Enable Multi-Factor Authentication (MFA)

Adding MFA to your password policy greatly increases security. Even if an attacker somehow gets hold of a password, the second form of verification makes it very difficult for them to gain access.

Common Mistakes to Avoid

• Avoid Default Passwords: Change any default passwords on devices or applications immediately. These are well-known and easy targets for attackers.
• Do Not Share Passwords: Make it clear that passwords should never be shared, even internally.
• Avoid Writing Down Passwords: Discourage employees from writing passwords down on sticky notes or in notebooks, which are easy to lose or steal.

Real-World Example: A Lesson from the 2012 LinkedIn Breach

In 2012, LinkedIn experienced a massive data breach that compromised millions of user passwords. Most of the leaked passwords were simple, like “123456” and “password.” This breach taught us that even major platforms can fall victim to weak password practices, emphasizing the importance of strong passwords for both individuals and organisations.

Strengthening Your Passwords: An Easy Win for Your Organisation

Implementing and maintaining strong password practices is one of the simplest ways to protect your organisation from cyber threats. Weak passwords are like leaving the front door of your business wide open—an invitation that cyber criminals are always ready to accept.

Encourage your team to adopt stronger passwords, and make it easy for them to do so by providing tools, guidelines, and training. Together, we can close the door to cyber criminals and keep our sensitive information safe.

👉 Ready to strengthen your password policy? Share these tips with your team today and start building a culture of security.

Passwords are the key to accessing our digital lives, and getting them wrong can lead to devastating consequences. But by taking simple steps—creating strong passwords, avoiding reuse, using password managers, and implementing a company-wide policy—you can significantly reduce your risk.

Let’s ensure everyone on your team understands the importance of secure passwords. It’s an easy win for your organisation and a critical part of staying cyber safe.