Securing company logins doesn't need complicated infrastructure. For a small team, the biggest win is just picking one set of tools and rolling them out in a way people actually follow.
Pick one tool, for everyone
If one team uses a password manager and another keeps passwords in a spreadsheet, that spreadsheet is your weakest point. Choose one password manager and one MFA method (a second check beyond the password, usually a code from an app) for the whole company. One system to troubleshoot, one set of rules to teach.
Start with the accounts that matter most
- Company email
- Banking and financial accounts
- Admin accounts (domain registrar, hosting)
- Cloud storage and file sharing
Get these into the password manager first, then move on to lower-risk tools.
Roll it out in stages, not all at once
- Leadership first, since they usually hold the highest-risk access.
- A small pilot group for a week or two, to catch the obvious problems.
- Team by team after that.
- A short written guide plus a brief live walkthrough for each group: how to log in, how to share an account.
Sharing access and offboarding
Sharing passwords over chat or email is a real risk. Use the password manager's own sharing feature instead, so you can see who has access and remove it instantly. When someone leaves, remove their access that day, not "when someone remembers to".
Choosing an MFA method
SMS codes are common but can be intercepted. An authenticator app on a phone is usually more practical and more secure; a physical hardware key is stronger still and worth it for your highest-risk accounts.
Plan for lost devices before they happen
- Decide who is allowed to reset someone's account.
- Have a clear process for a lost phone that doesn't mean locking that person out for days.
- Keep a list of who to contact at each service provider if you need help.
Rollout checklist
Doing this in stages, starting with the accounts that matter most, is what makes it stick instead of getting abandoned halfway through.
