The Smart Ways to Share Passwords with Your Team

Picture this: a new project kicks off, and you’re scrambling to find the login for a crucial tool. Sally from marketing has it, but she’s out sick. Dave from IT might know, but he’s swamped with requests!

If you feel the best way to share passwords with a team is to stash a password in a (not-so-secret) Excel file, on a shared drive, or – worst of all – reuse the same weak password for everything, think again!

According to Verizon’s Data Breach Investigations Report, a significant percentage of breaches stem from stolen or weak credentials. In fact, the 2014 eBay breach happened because of stolen employee credentials! 

Let’s dive into the best ways to share passwords with your team, so you can streamline, secure, and stop those password headaches once and for all. Because causing a data breach is a fantastic way to hurt your clients and employees, destroy your company’s reputation, and lose your job!

What is Remote Device Management

The Best Way: Get a Password Manager

Think of your password manager like a secure vault for all your team’s logins. Here’s why it’s a game-changer:

  • One Place to Rule Them All: Store all your team’s passwords in a single, encrypted place.
  • Strong Password Generation: No more “password123!” Your password manager creates unique, super-strong passwords for every site.
  • Supercharged Sharing: Easily share access with teammates without revealing passwords in plain text.
  • Zero Trust: Give different team members access to only the passwords they need, limiting your risk.
  • Bonus Points: Many password managers let you store secure notes, autofill forms, and give you alerts about compromised passwords.

How to Choose a Password Manager?

Not all password managers are created equal. Here’s what to look for:

  • Reputation is Key: Choose a well-known provider with a strong track record of security.
  • The Price is Right: Options range from free to paid enterprise plans. Start with the basics and upgrade as needed.
  • Multi-Device Magic: Pick a solution that works on all your team’s devices.
  • Ease of Use: If it’s a nightmare to use, your team won’t use it, which just leaves you right back where you started.

The Best of the Best: Our Top 3 Password Manager Picks for 2024

Okay, we get it. Password managers all sound great in theory, but which one’s actually right for your team?  Let’s cut through the clutter and look at three frontrunners:

The All-Around Champ: Bitwarden 

Think of Bitwarden as the reliable workhorse of password managers. It’s got everything you need: rock-solid security, super easy sharing, it works on basically any device, and (bonus!) it even has a solid free plan. 

Perfect for teams on a budget who need no-nonsense security!

The Security Powerhouse: Dashlane 

If security is your absolute top concern, Dashlane‘s your jam.This one goes above and beyond with features like dark web monitoring, a built-in VPN, and alerts if your passwords appear in a data breach. 

It’s like having a personal cybersecurity specialist for your login credentials!

The Smooth Operator: 1Password 

If your team prefers a slick, Apple-like experience, 1Password delivers. 

It’s beautifully designed, a breeze to use, and packed with helpful features like automatic form-filling and secure document storage. 

This is the pick for teams who want password security without feeling like they’re taking an IT course.

Remember: There’s No One Perfect Solution

The best fit for you depends on your priorities: budget, technical know-how, and how much hand-holding your team might need. The good news is, all these top options offer free trials or basic plans, so you can take them for a test drive before making the leap.

Beyond Password Managers: When to Go “Old School” (Safely)

While password managers excel for ongoing team collaboration, there are times when you might need to share a password temporarily with someone outside your usual workflow, like a freelancer, contractor, or vendor. 

Here are a few secure alternatives:

  • Split Transmission: For complex passwords, divide them into two or more parts. Send one part via a secure messaging app, and the other via a separate email or phone call. Make sure the recipient knows how to reassemble them!
  • Self-Destructing Passwords: Utilize online services that generate passwords (e.g., Avast) that expire after a certain time limit or a set number of uses. These are a great option for giving someone temporary access.
  • Encrypted File Sharing: Create an encrypted text file or document containing the password. Share this file using a secure file-sharing platform (such as SafeNote) that requires a separate password for access.

Important Reminders:

  • One-Time Use: These methods are best for one-time password sharing. Encourage your team to use a password manager for anything requiring ongoing access.
  • Minimize Risk: Choose options that don’t leave a lasting digital trace of the password, reducing the chance of interception.
  • Communication is Key: Coordinate clearly with the recipient about how and when you’ll be sharing the password.
  • Avoid Plain Text: Never send complete passwords over an unencrypted channel like email or text!
  • Temporary Time-outs: Use services that generate passwords that expire after a set time or number of uses.

The Human Factor: Don’t Ignore It

Even the best tools can’t fix bad password habits. Take time to train your team on:

  • The Importance of Strong, Unique Passwords: “BuddyTheDog123!” won’t cut it.
  • No Writing Down Passwords: Sticky notes are the enemy!
  • Spotting Phishing Attacks: Beware of dodgy emails or links asking for logins.

The Bottom Line

Secure password sharing isn’t just about tech, it’s about changing your team’s whole approach to protecting your company’s data.

By combining the right tools and good habits, you can banish password chaos, boost security, and get on with the important work your team is meant to be doing.

Thomas Ward

Thomas Ward

Thomas Ward brings over a decade of cloud, infrastructure, and reliability engineering experience to the forefront of Spyrus’s mission. His time at leading tech innovators like Microsoft, Oracle, and MongoDB has shaped his deep understanding of how attackers exploit weaknesses in cloud systems and how to proactively defend them. Thomas witnessed the rapid shift to cloud environments alongside an explosion of cyber threats. He founded Spyrus out of a conviction to help businesses navigate this complex landscape. He leverages his expertise to build tailored, proactive cybersecurity solutions that protect clients’ sensitive assets and ensure their systems stay up and running – no matter what.