Top Strategies to Strengthen Your Password Security Today
Let’s be honest — none of us are thrilled about remembering dozens of passwords. But if there’s one thing we all need to take seriously, it’s password security. For small businesses, weak passwords are like leaving the front door wide open overnight. All it takes is one compromised login, and you’re in hot water.
At Gray Area Consulting, we’ve seen firsthand how often password-related breaches occur. The good news? Most of them are preventable with a few simple steps.
Why Password Security Matters More Than Ever
Passwords are the first line of defence for your business data. And cybercriminals are getting smarter — using automated tools to crack weak passwords in seconds. If your team is reusing passwords or relying on ‘Password123’, it’s only a matter of time before there’s trouble.
In fact, according to the Australian Cyber Security Centre, compromised credentials are still one of the most common ways businesses are breached. That’s why strengthening your password strategy is something no business can afford to ignore.
1. Use Passphrases, Not Passwords
Instead of short, complex strings like Tr0ub4dor&3, try using longer passphrases. Something like “coffeebreaksarebetterat10” is easier to remember and harder to crack. Aim for at least 14–16 characters, and include a mix of words, numbers or even emojis if supported.
Think of it like using a longer, twistier garden hose — harder for someone to unravel and sneak through.
2. Never Reuse Passwords
This one’s a biggie. Reusing passwords across platforms is like using the same key for your house, office and car. If one gets stolen, everything’s at risk. Encourage your team to use unique passwords for each account.
Struggling to keep track of them all? That’s where password managers come in handy.
3. Invest in a Password Manager
Password managers like LastPass, 1Password or Bitwarden can create and store strong, unique passwords for every account. They remove the need to memorise dozens of logins and can autofill passwords securely.
More importantly, they help you avoid the common habit of writing passwords on sticky notes (yes, we’ve all seen it).
4. Turn On Multi-Factor Authentication (MFA)
Think of MFA like having a second lock on your front door. Even if someone guesses your password, they’ll still need your phone or another verification method to get in.
We recommend enabling MFA on all business-critical systems, especially email, file sharing platforms and admin accounts. It’s one of the simplest and most effective ways to prevent unauthorised access.
Check out our article What is MFA? for a breakdown of how it works and why it’s essential.
5. Regularly Update Your Passwords
Letting passwords sit around unchanged for years is risky. If an old database gets compromised, your current credentials might already be out there. Encourage your team to update passwords every 3–6 months — and immediately if they suspect any account has been breached.
6. Avoid Public Wi-Fi Without Protection
Working from a café? Be careful. Public Wi-Fi can expose your login credentials to prying eyes. If your team needs to access sensitive systems while remote, consider using a secure VPN (virtual private network).
We covered this in more depth in this guide on what to do when devices go missing.
7. Don’t Share Passwords – Ever
It sounds obvious, but it happens more often than you think. Whether it’s emailing a login to a colleague or sharing a spreadsheet of credentials, this is a no-go. Instead, use tools like password managers that allow secure password sharing with limited access.
8. Educate Your Team
A strong password strategy only works if your team’s on board. Run regular training to keep everyone up to speed on best practices and common mistakes. We’ve written about how to turn cybersecurity awareness into action — it’s a great place to start.
9. Audit Your Existing Passwords
Use security tools or password managers to check for weak or duplicate passwords across your organisation. Some tools will even alert you if your credentials appear in known data breaches. Knowing where you stand is the first step to improving.
10. Consider Passwordless Authentication
More businesses are adopting passwordless login methods like biometrics or security keys. While it’s not right for everyone just yet, it’s worth understanding the pros and cons. We break it down in this article.
Wrapping Up
Strong password security isn’t just an IT task — it’s a business-critical practice. With a few simple changes, you can protect your organisation from one of the most common causes of data breaches.
If you’d like help auditing your systems, implementing MFA or setting up a secure password manager for your team, reach out to us at Gray Area Consulting. We’re here to help you lock things down — without locking yourself out.
And while you’re at it, have a read of our deep dive into password security for even more practical tips.
