Password 
When it comes to password managers, there are a few common misconceptions, such as them being too risky to trust, vendors being unable to handle outages,
6 min read
Published on June 06, 2025
Weak employee passwords create significant security risks. According to Keeper Security’s Password Management Report, 34% of users reuse variations of strong passwords, which leaves systems vulnerable. Employees who reuse strong passwords – even with slight modifications – can jeopardize the security of sensitive data. To reduce risk, employees should develop smart habits to improve their password hygiene and minimize human error. Some password management best practices for employees include using unique passwords, leveraging password managers and enabling Multi-Factor Authentication (MFA) methods when available.
Continue reading to learn eight password management best practices for employees to secure their login credentials more effectively.
1. Use strong, unique passwords for every account
Using strong, unique passwords for every account is needed to protect sensitive information. Reusing passwords increases the risk of a security breach. If even one account is compromised, cybercriminals can use the same login credentials across multiple systems, potentially gaining access to work emails, cloud storage or internal tools.
Employees should avoid simple passwords like “password123” or number sequences. Cybercriminals now use Artificial Intelligence (AI) tools to crack weak passwords, making strong ones more critical. A strong password should be at least 16 characters long with a combination of uppercase and lowercase letters, numbers and symbols. For help creating strong and unique passwords, employees can rely on a password manager with a built-in password generator. These tools eliminate the need for employees to memorize or write down login credentials, reducing the risk of human error.
2. Use passkeys when available as an option
Employees should use passkeys instead of traditional passwords whenever possible. A passkey is a passwordless authentication method that allows users to sign in using biometric information or a PIN. Unlike passwords, passkeys cannot be reused across multiple accounts. They are also phishing-resistant, since there’s no actual password that can be stolen or intercepted by a cybercriminal. As the adoption of passkeys grows, employees should use them to simplify login experiences and significantly reduce their organization’s susceptibility to password-based cyber attacks.
3. Store passwords in a company-approved password manager
Employees should store their login credentials in a company-approved password manager. Writing passwords on sticky notes or saving them in spreadsheets increases the risk of a data leak. Trustworthy password managers, like Keeper®, provide secure, encrypted storage, generate strong passwords and autofill credentials.
4. Enable Multi-Factor Authentication (MFA) wherever it’s offered
Multi-Factor Authentication (MFA) adds an extra layer of security to online accounts by requiring additional identity verification. Employees should enable MFA on all supported accounts because, even if a password is compromised, MFA can stop cybercriminals from gaining unauthorized access. While SMS-based codes are better than nothing, they are vulnerable to SIM swapping and interception, so employees should use more secure types of MFA, such as authenticator apps, hardware security keys and biometrics.
5. Don’t enter your password into links from emails or messages
Phishing attacks trick employees into entering login credentials on fake websites. Phishing emails can look very convincing, mimicking trusted platforms like Google Workspace or Microsoft 365, with almost identical logos and branding. Employees should be cautious of any unsolicited messages that use urgent language and ask them to click a suspicious link. They should never enter a password without verifying the sender and hovering over the URL to check its true destination. If the URL doesn’t match the official website, it’s most likely a phishing attempt. The best thing employees can do is go directly to the website by typing the URL into a browser or checking with their organization’s IT team. Taking a few extra steps to verify the safety of a link can prevent employees from falling victim to scams that could expose sensitive data.
6. Lock your screen and log out when you step away
Employees should always lock their screens and log out of sensitive apps or accounts before stepping away from their devices – even if it’s for a quick break – to reduce the risk of unauthorized access. Leaving a computer unattended and unlocked is an open invitation for an insider to view or modify company information. This is especially important in areas where others may have physical access, such as open office environments, shared desks or when using Bring Your Own Devices (BYOD) that may not be managed by IT. Remote employees working from various public locations face similar risks, such as a stranger shoulder surfing or interacting with an unattended device.
7. Change your password right away if you think it’s compromised
If there is any suspicion that an employee’s password has been compromised, it’s important to act quickly. Common signs of password compromise include unexpected login alerts, password reset emails the employee didn’t request or being locked out of an account without any explanation. If anything seems suspicious, employees should immediately change the password for the affected account and notify their organization’s IT security team.
8. Follow your company’s password policy
Most organizations create password policies that outline detailed guidelines for creating and managing work-related passwords. These policies may include minimum password length, complexity standards and how often passwords must be rotated. Employees must adhere to these policies to maintain consistency and reduce organizational security risks. Employees who are unsure of their current password requirements should consult their organization’s IT or security policies to ensure compliance.
Strengthen your employees’ passwords with Keeper
Strong password management is one of the most important ways employees can improve their organization’s security posture. From creating strong, unique passwords to locking screens when away, small habits can make a major difference in protecting sensitive company data. To simplify and strengthen password management across your organization, try Keeper Password Manager for Business and Enterprise. Keeper provides secure, zero-knowledge password management and integrates seamlessly with your existing technology stack.
Start your free 14-day trial of Keeper Password Manager for Business and Enterprise to protect your organizational data.
Frequently asked questions
What is the best way to manage passwords?
The best way to manage passwords is by using a secure, company-approved password manager. Password managers generate and store strong, unique passwords for each account, eliminating the need to rely on memory or reuse the same password across multiple accounts. They also reduce the risk of human error, making it easier for employees to follow cybersecurity best practices. Businesses and enterprises should use a password manager like Keeper to ensure they meet proper security requirements.
Are passphrases better than passwords?
Yes, passphrases are generally considered stronger than traditional passwords because they are longer and harder to crack. A passphrase is a combination of random words that form a memorable phrase, used as a password to log in to online accounts. Their length and unpredictability make them much harder to crack and easier to remember than complex passwords.
How often should passwords be changed?
Contrary to popular belief, passwords don’t need to be changed every 90 days. Frequent manual password changes, also referred to as password rotation, can actually lead to weaker passwords since individuals tend to rely on simpler or reused passwords to remember them more easily. For businesses, password rotation is still important – especially for privileged accounts – but it’s best to automate the process to avoid human error and password fatigue. For privileged accounts, consider using a platform like KeeperPAM® to automate password rotation securely.
