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How can you teach employees to prioritize password security?

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Password security is one of the most important aspects of system administration, but it can also be one of the most challenging to teach to employees. Many people tend to use weak, reused, or easily guessed passwords, exposing themselves and the organization to cyberattacks. How can you educate your staff about the best practices and tools for creating and managing secure passwords? Here are some tips to help you design and deliver effective password security training and awareness.

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Steve Watts

Information Systems Security Engineer | Cybersecurity & IT Solutions
Niklas Fredengren
Phil Kalluri

Owner, Director | Cyber Security Graduate, Microsoft Certified Systems Engineer, Expert in Apple Computing

1 Explain the risks

The first step is to make your employees aware of the potential consequences of using insecure passwords. You can use real-life examples of data breaches, identity theft, ransomware, or phishing that resulted from compromised passwords. You can also show them how hackers can use tools like brute force, dictionary, or credential stuffing attacks to crack passwords. Explain how these threats can affect not only the organization's reputation, assets, and operations, but also the employees' personal and professional lives.

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Steve Watts

Information Systems Security Engineer | Cybersecurity & IT Solutions
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Most users have difficulty deciding what is a good password. Suggest a password manager for the users so it generates a random password for each account when set up. I have users ask me why we must follow ridiculous password rules. (Length, complexity, etc.) I respond the following: “Imagine, all you private information is on your computer, SSN, Bank account and routing numbers, birth certificate, photocopies of credit cards and licenses, medical records, and the same information for all of your family. Now the only barrier between this information being taken by criminals and it being secure is the password you create. You would want that to be the best password and to change constantly to protect the data.” They always agree.

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Niklas Fredengren
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The recomendation is to leave passwords behind. I personally dont know my password (using Windows Hello for Business on a surface book) The underlying issue is that you can pick a password and reuse it on any other machine. I do recommend using Passkeys, that are tied to a specific hardware

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Phil Kalluri

Owner, Director | Cyber Security Graduate, Microsoft Certified Systems Engineer, Expert in Apple Computing
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Communicate the dangers of weak passwords. Explain how hackers exploit them to access sensitive data, leading to data breaches, identity theft, or financial losses. Illustrate real-world scenarios, emphasizing the personal and organizational risks associated with compromised passwords. This clarity helps employees understand the criticality of robust password security.

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2 Demonstrate the best practices

The next step is to show your employees how to create and use strong passwords that are hard to guess or crack. You can teach them some basic principles, such as using at least 12 characters, mixing upper and lower case letters, numbers, and symbols, avoiding common words, names, or patterns, and changing passwords regularly. You can also use online tools like password generators or checkers to help them create and evaluate passwords. Additionally, you can recommend using passphrases, which are longer and easier to remember than passwords, but still secure.

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Phil Kalluri

Owner, Director | Cyber Security Graduate, Microsoft Certified Systems Engineer, Expert in Apple Computing
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Showcase proper password practices. Teach the significance of strong, unique passwords and the importance of avoiding common or easily guessable phrases. Guide them on password length, complexity, and the necessity of not sharing passwords across accounts. Demonstrate password managers for secure storage and the benefits they offer in creating and managing strong passwords.

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3 Introduce the tools

The third step is to introduce your employees to the tools that can help them manage their passwords securely and conveniently. You can explain the benefits of using a password manager, which is a software that stores and encrypts passwords in a vault, and generates and autofills passwords for different accounts. You can also show them how to enable and use multi-factor authentication (MFA), which is a method that adds an extra layer of security by requiring a second factor, such as a code, a fingerprint, or a device, to verify the user's identity.

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4 Engage the learners

The fourth step is to engage your employees in the learning process and make it interactive and fun. You can use quizzes, games, scenarios, or simulations to test their knowledge and skills on password security. You can also use incentives, rewards, or recognition to motivate them to participate and improve their performance. You can also create a culture of password security by encouraging feedback, collaboration, and sharing of best practices among your staff.

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5 Monitor and reinforce

The final step is to monitor and reinforce your employees' password security behavior and habits. You can use tools like password audits, reports, or alerts to track and measure their compliance and progress. You can also provide ongoing support, feedback, and guidance to help them overcome any challenges or difficulties. You can also update and refresh your training and awareness program regularly to keep up with the latest trends and threats in password security.

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Phil Kalluri

Owner, Director | Cyber Security Graduate, Microsoft Certified Systems Engineer, Expert in Apple Computing
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Implement ongoing monitoring and reinforcement mechanisms. Regularly assess password security compliance through simulated phishing attacks or assessments. Offer continuous training sessions, refreshers, or newsletters focusing on evolving threats and reinforcing best practices. Acknowledge and reward employees who prioritize strong password security.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you teach employees to prioritize password security?

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1 Explain the risks

2 Demonstrate the best practices

3 Introduce the tools

4 Engage the learners

5 Monitor and reinforce

6 Here’s what else to consider

System Administration

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How can you teach employees to prioritize password security?

1

2

3

4

5

6

1 Explain the risks

2 Demonstrate the best practices

3 Introduce the tools

4 Engage the learners

5 Monitor and reinforce

6 Here’s what else to consider

System Administration

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