How can I enable my employees to generate and save unique passwords for third-party tools?

Hackers target employees to steal sensitive data using different methods. SMBs must ensure that employees can create strong and unique passwords. It will help them protect company information, especially when using any third-party tool that cybercriminals can easily guess. However, if passwords are weak or not encrypted, this can cause serious security issues. That's why employees must know the value of using strong passwords. They must know how to use different security and encryption tools. 

SMB owners that require their employees to generate unique passwords for third-party tools, can follow some steps to keep their business processes safe. 

Cybersecurity Awareness for Employees Using Third-Party Tools

1.  Educate Employees on the Importance of Strong Passwords

It is common for most people to use passwords that hackers can easily guess. That is why using strong passwords is important. SMBs and their staff often ignore using strong passwords. Also, around 60% of people only change their passwords in case they forget. However, it is vital to educate SMB businesses and their employees about the importance of using unique and strong passwords while using any third-party tools. They must know the risks linked with weak passwords that are easy to guess using third-party tools. It can be potential financial losses and unauthorized access to sensitive data. 

Moreover, SMB employees can enroll in educational workshops for business people about the best practices for creating unique passwords. They provide tips to educate them on how to create unique and strong passwords. They also highlight some examples of businesses that suffered data loss because of weak passwords.

2.  Optimize Multi-Factor Authentication (MFA)

MFA (Multi-Factor Authentication) provides SMBs with an extra security layer beyond strong passwords. It helps protect against unauthorized access by requiring multiple forms of identification. For example, businesses can implement MFA using text message codes (SMS), authentication apps like Google Authenticator or Microsoft Authenticator, or biometric verification such as fingerprint scans. Even if the primary password is strong, MFA adds another level of security. SMBs can also establish a company policy that mandates multi-factor authentication for all accounts accessing sensitive data to further reduce security risks.

3.  Get a Password Manager

SMBs can also invest in their password management, which is one of the best ways to ensure employees create strong passwords. Password managers like LastPass, Dashlane, or Bitwarden automatically generate unique and complex passwords and store them securely. This way, employees don’t need to remember complex passwords.

However, getting the right password manager is essential. Ensure that the password manager is user-friendly and integrates well with the business's existing tools. SMBs can provide training sessions to help employees learn how to use it efficiently. Make the use of a password manager mandatory for all employees, especially when accessing third-party tools.

4.  Use VPNs and Connect to Safe Networks

Ensure you connect to safe networks. However, when in doubt, SMBs can use a VPN to securely access third-party tools. VPNs like NordVPN, ExpressVPN, or Cisco AnyConnect allow employees to connect two private networks over the internet while ensuring that unencrypted traffic stays out. Sometimes, employees might unintentionally expose sensitive information about SMB devices and activities when using public networks without a VPN. In such cases, using VPNs is crucial, as they encrypt data and make it nearly impossible for hackers to intercept and misuse it.

5.  Create and Execute a Password Policy

SMBs need clear policies for creating strong passwords.. All of these rules and terms include various things like the use of MFA, changing passwords frequently, and making sure that the passwords are strong. SMBs can also develop policies for their employees to create appropriate passwords that include both lowercase and uppercase letters. It must also focus on the appropriate length of passwords without using common words. Employees must regularly check their passwords and change them according to a set of rules to avoid data loss.

Conclusion

With the rise in cyberattacks, it is more important than ever for SMBs to ensure their online information is well-protected. This becomes especially critical when employees access third-party tools, which can introduce vulnerabilities. Encouraging the use of strong passwords, along with implementing additional security measures like VPNs and multi-factor authentication, can significantly reduce the risk of data breaches. By prioritizing these strategies, businesses can better safeguard their data and lower the chances of falling victim to cybercrimes.