How To Safely Share Passwords With Employees

Here at Fox in a Box we use immersive games to help teams connect and build healthy work relationships. However we also like to share tips to use inside of your office to foster productive habits and provide tools and tips to make operations run smoothly! Here are some few key learnings that we would love to share with your team!

^{Sharing passwords in your office is sometimes necessary for collaboration, and the best way to do this is by using a password manager. Affordable (some platforms even offer free versions), layered with security, and simple to use, password managers are the safest and easiest way to store and share your company’s private passwords.First, Avoid These Common Password-Sharing Mistakes}

When it comes to password sharing, remember:

1. Don’t send passwords via e-mail: E-mail is the #1 target of hackers, and many e-mail services aren’t encrypted. Those that are encrypted are still risky because e-mails are stored in several servers on their way to or from your account. That means your e-mail is sitting in a Sent folder, ripe for the taking by anyone who gets into your e-mail account, encrypted or not.

2. Never text or chat passwords: Like e-mails, SMS messages or messaging apps like Slack aren’t secure. Once a text is sent, it is available for anyone to see.

3. Stay far away from storing passwords using pen and paper and shared documents: Sticky notes, memo pads, Google Docs – NEVER write down your passwords.

4. Avoid the temptation to store passwords on your device: If your device gets hacked, nothing stops that perp from taking every password you saved.

Shared accounts are the biggest reason businesses share passwords, whether their employees work from a physical office or at home. It improves collaboration and makes employees’ jobs a lot easier. Medical leaves, turnover, vacations, and “Bob isn’t coming in because he ate bad fish last night but has our Amazon log-in” are other reasons passwords get handed around like a plate of turkey at Thanksgiving dinner.

Smart Businesses Use Password Managers

It’s a good idea to avoid sharing passwords as much as possible, but when you have to, use a reliable password manager to ensure you have control over exactly who sees your credentials. Talk to your employees about safe password hygiene, host regular security-awareness training for employees, and use MFA with every account. It’s not just safe business – it’s smart business.