For many of us, the risk of stolen identities, passwords and information, hacked systems, and implanted viruses, is all too real. However, you may be like me and your knowledge of anti-virus and malware criteria is limited to what the adverts or your colleagues tell you.
Sufficient imagination and brain retention to keep multiple, diverse, and complex enough passwords in mind, is not an option.
These days, with our colleagues and assistants working remotely, it’s not an option to keep the coffee-stained notebook full of access codes, in the safe anymore either!
The good news is that many clever people have also deliberated these dilemmas and have come up with a number of great solutions.
-
Spreadsheets in the Cloud
Develop a spreadsheet that logs all of your software programs, their website addresses (if online), their passwords, and who to call if there is an issue. When you save that document, you can choose to add a password to it, which is then carefully shared with all who should have access to it.
According to Michelle from Virtual Hand “This is a reasonable solution if you work with less tech-savvy people or a team that doesn’t meet regularly. “
Storing information in ‘the cloud’ allows your team to access shared information stored in one central place. Most businesses will now be in the habit of using cloud storage and indeed, most systems now cannot run without it.
Upload your spreadsheet into your cloud storage system – such as OneDrive, Dropbox, GoogleDrive, etc. Each user will already have their own access to an account with the system you use. You then simply share access to the specific folder that the document is stored in!
-
Set up individual log-ins
Most systems now allow each user you set up to use your shared account, to use their own login and their own password. This puts the responsibility on each individual to keep or diversify their passwords as they know best. It often involves 2-factor authentication where they have to receive an access code by text or email, though, and if you haven’t set up the system correctly, you may be inundated by messages or requests from staff for the access codes for each platform.
-
Password protection Software
Our personal suggestion, however, is to use a password-protection program. There are many options available, and for small teams or individuals, these are usually free.
These systems integrate into your browser once the application is downloaded. They keep track of each new password-protected site you visit. Each time you enter a new password – either randomly selected by your browser or entered by you – the password protection software saves your password directly into your account.
They offer you the option to categorize each site and often store the website address as well as the associated password.
Additionally, you can set these up to be accessible from each of your devices – although this may cost a bit extra – so that you are never without your passwords.
When wanting to now share these with a team, you are able to send or request saved site login details with others with a secure link. This link then requests that they set up their own individual log-in to the app and account. You can then choose whether to give access to just one log-in, a section of the account with particular logins, or to your whole system.
Setting up a secure password system that your whole team is familiar with and can access without too much fuss saves enormous hassles and missteps. Securing your data can mean the well-being of your business, but can also be what decides your mental wellbeing!
