Everything You Need to Know About Strengthening Your Password Security
Weak passwords are like leaving your house key under the doormat — it might feel convenient, but it’s an open invitation to trouble. At Gray Area Consulting, we’ve seen firsthand the kinds of damage that can be done when password security is overlooked. And the truth is, it’s often the simplest habits that make the biggest difference.
Why Password Security Still Matters
With biometric scans, multi-factor authentication (MFA), and passkeys gaining traction, you might think passwords are on the way out. But for now, they’re still widely used — and still widely targeted. Cybercriminals rely on people reusing passwords or choosing ones that are easy to guess. Sadly, the most common password in Australia is still ‘123456’. Not ideal.
If you’re wondering how your password habits stack up, ask yourself:
- Do I use the same password across multiple accounts?
- Is my password something easily guessable, like my pet’s name or footy team?
- Have I updated my passwords recently?
If you answered yes to any of these, it might be time for a password refresh.
What Makes a Strong Password?
Strong passwords aren’t just long — they’re unpredictable. Ideally, they should contain:
- At least 12 characters
- A mix of uppercase and lowercase letters
- Numbers and symbols
- No dictionary words, names, or dates
Think of your password like a good recipe: you need a variety of ingredients, and no shortcuts. Something like u7#TgL9!bX2q might look like gibberish, but that’s the point. Hackers use tools that can guess thousands of passwords a second, so the more complex, the better.
Anecdote: When Passwords Go Wrong
We once worked with a Brisbane-based accounting firm who’d used the same admin password for over five years. It was short, easy to memorise, and unfortunately, easy to guess. One phishing email later, and a cybercriminal had access to their entire client database. It took weeks to undo the damage — all because of one weak password.
Use a Password Manager
Trying to remember dozens of complex passwords? Don’t bother. Just like you wouldn’t carry 20 keys in your pocket, you don’t need to remember every password. A password manager stores them securely and can even generate strong ones for you.
Options like 1Password, Bitwarden, or LastPass are popular, and many offer family or team plans — great for businesses looking to tighten their internal security practices.
Enable Multi-Factor Authentication (MFA)
We’ve covered this in our post ‘What is MFA?’, but it’s worth repeating: MFA adds an extra layer of protection. Even if someone gets your password, they’ll still need a second factor — like a code sent to your phone — to get in.
It’s quick to set up and drastically improves your account security. And it’s not just for email or banking either — platforms like Microsoft 365 and Google Workspace offer MFA options too. If you haven’t explored that yet, our guide on Microsoft 365 for hybrid offices is a great place to start.
Don’t Share Passwords (Seriously)
It should go without saying, but sharing passwords — even with colleagues — can create serious risks. If you absolutely must share access, use tools like delegated access or shared vaults in your password manager. And if someone leaves the business, change shared passwords immediately.
Watch Out for Phishing
Even the best passwords can be compromised if you hand them over by accident. Phishing emails and smishing (SMS phishing) scams often trick users into entering credentials on fake websites. Learn how to spot these scams in our blog ‘Did you just receive a text from yourself?’
Rotate Passwords Sensibly
You don’t need to change your password every month unless there’s been a breach. But if you reuse passwords, or haven’t updated them in years — now’s the time. And always reset passwords after an employee leaves or if there’s been a suspected compromise.
Set Your Team Up for Success
Strong password habits start with awareness. If you’re managing a team, consider regular cybersecurity training. We’ve written about how often teams should be trained, and the answer might surprise you — once a year isn’t enough.
Using Microsoft 365? Make sure you’re getting the most out of your security settings. Our post on Office 365 security is a great place to start.
Need a Hand?
At Gray Area Consulting, we help businesses across Australia secure their systems, train their staff, and avoid the kinds of slip-ups that can lead to cyber disasters. If you’re not sure where your password practices stand, get in touch — we’ll help you sort it.
