At their core, passwords get the right people in and keep the wrong people out. Unfortunately, good passwords are often an afterthought until something goes wrong.
World Password Day is on May 1st, so it’s as good a time as any to ensure your digital front doors are locked and padlocked. Let’s dive deeper into why passwords still matter, how you can implement password security best practices, and how working with an IT provider can help.
Why Passwords Still Matter in 2025
Even though we live in an age when fingerprints, face recognition, and authenticator apps seem to rule, the password still comes first. As your first line of defense against unwanted access, a password needs to be strong.
If not, they are easy targets for brute force and phishing attacks, and can cause a major crisis if compromised.
Common Employee Password Mistakes
When it comes to data protection, we’re not dealing with robots or sophisticated software. We’re dealing with humans. Humans who have to balance password strength with a unique combination they have a slim chance of remembering in 20 minutes.
Here are some common mistakes employees make—because they’re human.
Weak or Predictable Passwords
Choosing a password can sometimes take ages, but other times, people opt for something extremely easy, like “password” or even “1111.” Those are passwords just begging to be guessed.
Reusing Passwords Across Accounts
Sometimes, a person will come up with a brilliant password. It’s got both upper and lowercase letters, special characters, numbers, plus it’s over eight characters. They love it so much that they use it for everything. This strong password is great, until it’s compromised. Then they didn’t just give up credentials to one website—they gave access to all of their accounts with that reused password.
Sticky Notes or Saving In Browser
While it may seem like a good idea to keep credentials written down somewhere or save them in a browser, that’s never as secure as people think it is.
Recently, a malware scam has been tricking people into running code on their computer that can steal their credentials, cookies, MFA information, and wallet information from their browser.
Falling for Phishing Scams
Phishing scams are becoming more sophisticated every day. With the use of AI and other technologies, bad actors are better impersonators of trusted or well-known people, organizations, or websites.
Whether it’s through a fake CAPTCHA notification, a strange email, or a social media platform, scammers try to trick people into revealing information.
The Business Risks Behind Bad Password Habits
Unfortunately, the risks of neglecting password security best practices impact more than just the individual. If company-related credentials are exposed, or malware is accessed on your organization’s devices, you could experience:
- Loss of Sensitive Data: Intellectual property or proprietary information might be disclosed to unwanted users.
- Exposure of Client Information: Sensitive information, including client or patient data, could be breached.
- Financial Theft and Ransomware Attacks: Cyber criminals can steal or lock your data to extort money or take it directly.
- Compliance Failures: Whether you need to follow HIPAA, CMMC, or another regulation, unhealthy passwords can negate your compliance.
Though these risks are certainly worth addressing, they don’t mean the end of the world.
What You Should Be Doing Instead
Creating a stronger password culture in your company doesn’t have to be difficult. Here are a few password security best practices you can start doing to improve your defenses:
- Create Strong Password Policies: Make sure passwords are a mix of uppercase and lowercase letters, numbers, and special characters. Set up password requirements to avoid predictable passwords.
- Implement Password Managers: Encourage employees to use password managers like 1Password. These tools store passwords securely and generate complex ones for each account. They will also flag websites that use the same password.
- Enable Multi-Factor Authentication (MFA): Adding another layer of security, like an authentication app or email code, makes it much harder for hackers to access accounts.
- Train Employees on Phishing Awareness: Conduct regular training sessions to educate employees on recognizing phishing emails and avoiding dangerous links.
- Regularly Update Passwords: Set company-wide policies to update passwords regularly. While the National Institute of Standards and Technology (NIST) recommends using strong passwords and updating them only for a specific reason (like a breach or suspected compromise), some industries require more frequent updates.
If this sounds like it should be a priority, you’re right. But it’s difficult to tackle a password and security overhaul alone.
How a Managed IT Provider Can Help
A managed IT provider can support your company in both password security best practices and even deeper cybersecurity. Working with a managed service provider (MSP) can get you:
- Enterprise-Level Tools: IT providers often have access to password managers, secure VPNs, and other advanced tools that many smaller companies can’t make room for in a tight budget.
- Proactive Monitoring: Managed IT providers can watch your systems for any unusual activity, spotting potential hazards before they become a problem.
- Employee Training: Many MSPs provide regular cybersecurity training to educate your team on current best practices and threats.
- Compliance Support: IT providers stay up-to-date with compliance requirements and help your business avoid fines and legal issues.
Partnering with a trustworthy managed IT service provider can take your cybersecurity to a new level.
Upgrade Your Security with Simple Systems
Keeping your data and systems secure is easier than ever when you work with Simple Systems. Our expert technicians understand password security best practices, communicate helpful support solutions, and proactively work to keep your data safe from potential threats.
Ready to toss out your bad passwords? Contact our team of IT experts and improve your cybersecurity today.
