Don’t delay increasing your team’s password security
Keeping Your Business Safe While Collaborating Effectively
Let’s face it. We’ve all cut corners when it comes to sharing passwords at work. Maybe you’ve dropped a login in a Slack message. Or maybe someone emailed the team a spreadsheet full of login details. This happens more than we like to admit. In a fast-paced workplace, convenience often triumphs over caution.
But here’s the truth. Whether your team has five people or fifty, password security matters. Bad habits can have big consequences. One leak or one compromised account, and suddenly your whole business is at risk. Cybercriminals are not just targeting big corporations anymore. They’re also going after small businesses.
That means everyone on your team needs to take responsibility. From leadership to interns, everyone has a role in keeping business data secure. Passwords are often the weakest link. It’s time to change that.
Should I share business passwords over email?
No.
Email is not a safe place for passwords and neither is Slack, Microsoft Teams, or any other casual messaging app. These platforms are great for communication, but they also weren’t designed with password security in mind.
When you share passwords through these tools, they often stay stored in chat logs or inboxes. That means if someone gains access to your email or messages, they also gain access to your company accounts. You don’t want sensitive information accessible because someone forwarded the wrong email.
Think about how you protect your personal banking info. You’d never email your PIN or share your login in a text message. Your work accounts should get the same level of protection. They contain sensitive client data, financial records, and also internal systems. That’s not something you want falling into the wrong hands.
Sharing passwords securely is not just about IT policies. It’s about everyday habits and smarter tools.
Does my team need to implement a secure password sharing system?
Yes.
Secure password sharing is not just for large tech companies. Every team, no matter the size or industry, needs a reliable system to manage and share passwords safely.
Without a system, you’re relying on memory, post-it notes, and unprotected spreadsheets. That’s not sustainable. It also opens you up to accidental exposure or targeted attacks.
A secure password sharing system lets you think long-term. It gives you control over who has access to what. It will also help you manage permissions and adjust them as people join or leave the team.
Passwords should never be something anyone can copy, paste, and send without oversight. If you want to improve password security even more, using strong and unique passwords for every account is key. Password generators are powerful tools for addressing this issue. You can try ours here: RoboForm Password Generator.
With tools like this, no one has to make up weak passwords or reuse the same one across different accounts. Making sure your team knows how to securely share a password is a simple step that makes a big impact.
What is the best way I can secure company passwords?
Using a password manager
The best way to share passwords with your team is with a password manager. It’s not just about storing passwords. It’s also about organizing access, controlling permissions, and making password hygiene part of your team’s workflow. Password sharing apps offer an easy to use method for how to share a password securely to your team.
With RoboForm for Business, you can easily assign logins to team members, without ever showing them the actual password. If someone leaves the company, you can revoke access instantly. No need to worry about who remembers what password or where it’s stored.
Set role based access
Not everyone on your team needs access to every login. That’s where role-based access comes in. You assign login details based on roles and responsibilities.
For example, your marketing team doesn’t need access to payroll software. Additionally, your finance team doesn’t need to log into social media. A password manager lets you group users and assign login details according to needs. This also avoids the chaos of everyone having access to everything.
This minimizes your risk and also keeps workflows cleaner and more organized.
Enable two-factor and one time password sharing authentication
Even if someone gets hold of a password, two-factor authentication (2FA) can stop them from gaining access to an account. This extra layer of security means a password alone is not enough.
With features like Time-Based One-Time Passwords (TOTP), each login can require a temporary code that changes on a timed interval. That way, even if a password is intercepted, the account is still protected.
Implementing these tools is easy and can also massively improve your security posture.
Someone in my team just left, what do I do?
Revoke access right away
The moment someone leaves the company, you need to remove their access. If you use a password manager, removing their user profile and cutting off their access to the vault is easy.
Delaying this step, even by a few days, opens you up to serious risk. Don’t assume that just because someone left on good terms they won’t access old accounts. It’s better to be cautious.
Change shared passwords
If passwords were shared outside the password manager, or if you’re unsure who has access, it’s time to update them.
Update any shared accounts the person used. Do not rely on trust alone. Instead, rely on your process.
Also, consider switching those accounts into the password manager moving forward, so you can avoid this issue in the future.
Conclusion
Passwords are part of every workplace. Logging into tools, managing client data, accessing internal platforms are all things your team does constantly. Too many teams overlook how those passwords are shared and stored.
Using email or chat tools feels fast. However, it’s also risky. Those bad habits can cost your business a lot in the long run.
The good news is you don’t need to be a cyber security expert to improve. A password manager makes secure password sharing simple. You can set access levels, turn on 2FA, and also keep everything organized in one place.
Your team works better when everyone has the right access. A business stays safer when that access is controlled and protected.
If you’re not already using a secure password sharing system, now is the time. Take the step toward safer, smarter password management today.
