3 Simple Steps to Stronger Password Security for Your Business

Cybersecurity headlines are everywhere these days.

Data breaches, ransomware attacks, and leaked passwords seem to dominate the news. But here’s the thing—most of those stories focus on big corporations or government entities.

What about small and medium-sized businesses? Where’s the practical advice for protecting your IT systems without needing a cybersecurity degree?

Let me walk you through the three straightforward steps you can implement today to boost your password security.

You can use these tips yourself and share them with your team to keep your business safe.

Plus, I’ll show you an easy method for managing your passwords without constantly resetting them or sticking post-it notes to your monitor (we’ve all been there!).

Why Password Security Matters (Even for Small Businesses)

You might think hackers are only after the big fish.

But small and medium-sized businesses are increasingly targeted because they often have weaker security controls.

A single compromised password can unlock sensitive client data, financial accounts, or email systems—leading to reputational damage or financial loss.

The good news? Strengthening your password policy is one of the simplest ways to improve your cybersecurity posture.

Let’s dive into the three essential steps.

Step 1: Swap Passwords for Passphrases (Make Them Long and Memorable)

We’ve all been told to create complex passwords with a mix of letters, numbers, and symbols.

But how easy is it to remember something like $@d32vpa? Not very.

Instead, think passphrase.

A passphrase is simply a longer sequence of words strung together—easy for you to remember but hard for hackers to crack.

Example of a Strong Passphrase:

TigersarethebestfootyteaminAus


Much easier to remember than that jumble of symbols, right?

Here’s why it works: length equals strength.

Hackers often use brute-force attacks—software that systematically guesses password combinations.

The longer your password (or passphrase), the harder it becomes for those tools to crack it.

• A 6-character password might take hours to break.
• A 20-character passphrase could take years.

How to Create Your Own Passphrase:

• Pick four to six unrelated words.
• Make it personal but not obvious (skip birthdays or pet names).
• Consider adding a capital letter or two and maybe a number if required.

Example:

SunshineGiraffePlaysGuitar123


Memorable for you, but a nightmare for hackers.

Step 2: Ditch Frequent Password Changes (Here’s Why)

You’ve probably heard the advice: “Change your password every 60 days.” It sounds like a good idea, but in practice, it often backfires.

Here’s why frequent password resets can do more harm than good:

• People get lazy. When forced to change passwords regularly, most users just tweak the last character or add a number at the end. If your password was Password123, the next one becomes Password124—not exactly foolproof.
• It encourages risky behavior. Regular password changes make people more likely to write down their passwords, whether that’s on sticky notes, notebooks, or unsecured digital files.

What’s the better approach?

• Only change passwords when there’s a risk of compromise—for example, after a suspected breach, a phishing attempt, or unusual account activity.
• Encourage employees to create strong, memorable passphrases from the get-go (see Step 1), and let them stick with those unless there’s a specific reason to change.

This keeps your systems secure without driving everyone mad with constant password resets.

Step 3: Implement a Password Blacklist (Block Common Weak Passwords)

Hackers often use what’s called a dictionary attack—where they cycle through common passwords to break into systems. These include obvious choices like:

• password123
• qwerty
• 123456
• companyname2024

You’d be surprised how often these get used!

Here’s what you can do:

• Share a list of common passwords with your team. Make sure everyone knows what to avoid.
• Wherever possible, enforce a password blacklist on your IT systems. This prevents employees from using these weak, easily guessable passwords.

Most modern IT platforms (like Microsoft 365, Google Workspace, and even many website logins) allow you to configure password policies that block commonly used passwords.

If you’re not sure how to set this up, chat with your IT provider (or give us a call—we’d be happy to help).

Bonus Tip: Use a Password Manager For Your Business In Australia

Even with passphrases, you’ll still need multiple passwords for different systems—email, cloud storage, social media, accounting software, etc.

That’s where a password manager comes in.

Tools like LastPass, 1Password, or Bitwarden securely store all your passwords in one place, protected by a single master password (or passphrase!).

Benefits of using a password manager:

• One place to manage everything.
• Auto-fill login details across devices.
• Strong, unique passwords for every account.

No more sticky notes or password spreadsheets.

Just simple, secure access to everything you need.

Passwords Are Your First Line of Defense

Cybersecurity doesn’t have to be complicated.

By following these three simple steps—using passphrases, avoiding unnecessary password resets, and blocking weak passwords—you’ll make it much harder for cybercriminals to break into your systems.

And if you want to take it a step further, consider enabling multi-factor authentication (MFA) on your accounts.

That way, even if a password is compromised, hackers won’t get in without the second layer of security.

Need help reviewing your company’s password policies or overall cybersecurity? Reach out to our team at XpressteX.

We specialise in keeping Melbourne Small Business Owners safe and secure—without the tech jargon.

Stay secure!