Are Your Employees Using Strong Passwords? A Simple Way to Find Out

A weak password is like a front door equipped with a weak latch (NOT deadbolt) lock: it might keep out amateurs, but it won’t stop a pro. And in a small business, it only takes one weak door.

So how do you know if your team’s passwords are actually secure? Here's a simple way to find out — and what to do next.

Step 1: Ask These Three Questions Have your employees:

1. Used the same password on more than one site or system?

2. Used a password that's easy to guess (like 123456, password1, or a pet's name)?

3. Gone more than a year without updating their login credentials?

If the answer to any of these is "yes," your business is likely at risk.

Step 2: Spot the Gaps

Most password-related problems fall into one of three categories:

• Weak passwords (too short, too simple)

• Common passwords (same one across multiple platforms)

• Reused passwords (password changed to a previously used password)

• Stale passwords (never changed or updated)

Step 3: Strengthen Your Defenses

• Encourage the use of password managers to store and generate strong, unique passwords

• Require multi-factor authentication (MFA) wherever possible

• Set a reminder to review and update passwords at least annually. For accounts used to access customer, financial data or point of sale systems, their passwords should be changed every 6 months.

Our Final Thought:

You don’t need to micromanage every password your team uses. But you do need a clear standard, a periodic check-in, and the right tools. After all, password security is still important and is one of the easiest ways to reduce risk across your business.

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