How many of your team members are using the same password across multiple accounts?
Password habits are one of the most common causes of avoidable security incidents. The challenge is simple: the easier a password is to remember, the easier it often is to crack. When businesses respond by making password rules more complex, users frequently react by reusing one “strong” password across everything.
If that password is ever compromised, attackers will try it on as many services as possible, including work systems, banking, and personal accounts.
Why Password Policies Matter
A password policy is not about making things difficult for your team. It is about setting sensible rules that reduce risk and encourage better behaviours.
A well-managed password approach helps protect:
- Email accounts and Microsoft 365 access
- Customer data and sensitive documents
- Cloud platforms and business applications
- Administrator access to critical systems
The Common Mistake: Forcing Constant Password Changes
For years, many organisations enforced password changes every 30, 60, or 90 days. This often backfires.
When users are forced to change passwords too frequently, they tend to:
- Create weaker passwords that are easier to remember
- Reuse old passwords with small variations
- Write passwords down in insecure places
A more effective approach is to change passwords less often, typically no more than once every 12 months, and strengthen security using other controls.
Four Practical Ways to Improve Password Security
| Improvement | What It Means | Why It Helps |
|---|---|---|
| Do not force frequent changes | Stop 30, 60, or 90-day rotation habits | Reduces password reuse and predictable patterns |
| Use Multi-Factor Authentication | Require a second step to log in | Blocks access even if a password is stolen |
| Use a password manager | Store unique passwords in an encrypted vault | Enables strong, random passwords without needing to remember them |
| Reduce reliance on passwords | Use single sign-on and biometric logins where suitable | Reduces the number of passwords and improves security |
What a Strong Password Policy Looks Like in Practice
Password policies work best when they are realistic and supported by tooling. A strong policy often includes:
- Encouraging long passphrases rather than short complex passwords
- Blocking known breached or commonly used passwords
- Enforcing MFA for key systems and remote access
- Using a password manager to support unique passwords across services
- Applying tighter controls to administrator accounts
How Carden IT Services Helps You Manage Password Policies
At Carden IT Services, we help organisations implement and enforce best practice password policies that improve security without creating unnecessary friction for staff.
This can include reviewing your current policy, rolling out password managers, supporting MFA adoption, and setting up smarter access controls that reduce dependence on passwords.
Password management is also part of our wider cyber-defence approach, helping protect your business with a combination of people, policies, and proven security tools.
Make Password Security Easier, Not Harder
The goal is not to overwhelm staff with complicated rules. The goal is to reduce risk by improving habits and implementing sensible controls that work in the real world.
If you want to strengthen password security across your organisation, contact Carden IT Services today to discuss managed password policies and your wider cybersecurity needs.