A Practical Guide to Business Password Security

Password reuse is one of the most common—and overlooked—security risks in small businesses. When multiple people share logins or rely on the same password across tools, it creates gaps that are easy to exploit.

Here’s a short checklist to help improve password hygiene across your team without adding unnecessary friction.

7 Steps to Strengthen Password Habits

1. Use a password manager
   Choose one that works across devices, including phones. It should be simple enough that your team actually uses it.
   
   Want to dive deeper into password managers? Check out our blog: How to Choose a Password Manager for Your Business.
   
   
2. Avoid sending passwords over email
   Email isn’t secure. Use a password manager or a secure sharing method instead.
3. Create individual logins for key tools
   For anything used daily (email, file storage, CRM), every team member should have their own account. Avoid shared inboxes or catch-all logins.
4. Store shared logins properly
   For occasional-use tools like Canva, store shared credentials in a team-approved password manager.
5. Don’t reuse passwords across tools
   Each account should have a unique password. This limits the damage if one service is compromised.
6. Update key passwords every 6–8 months
   Set a recurring reminder. Updating credentials doesn’t need to happen often—but it shouldn’t be ignored.
7. Turn on MFA wherever it’s available
   Multi-factor authentication adds an extra layer of protection—even if a password gets compromised. It’s especially important for tools like email, file storage, and financial systems.
   
   Related Read: How to Handle Passwords When Someone Joins or Leaves Your Team

What about going passwordless?

Some tools now support login options that don’t rely on passwords at all—like biometrics or login links. If you’re not sure whether your business apps support it, check with your IT provider. They should be able to confirm if a passwordless option is available and help set it up.

Small improvements make a big difference. These changes help protect your business without overcomplicating how your team works.

Want help setting this up across your team? That’s where Horizon comes in.

We support SMBs across Western Canada with practical, security-first IT management that fits how small teams actually work.