---
title: How To Safely Share Passwords With Employees
description: Sharing passwords in your office is sometimes necessary for collaboration, and the best way to do this is by using a password manager.
---

[IT, Cybersecurity and Compliance Solutions in Washington and Oregon ](https://blog.teknologize.com)

# [How To Safely Share Passwords With Employees](https://blog.teknologize.com/how-to-safely-share-passwords-with-employees)

 Written by [Byron Martin](https://blog.teknologize.com/author/byron-martin) | Nov 6, 2023

If you ask a security professional, you get by-the-book advice about sharing passwords: “Don’t share passwords.” But we know, in reality, that doesn’t work. Your office might be sharing a single password for apps like SurveyMonkey right now to save cash on buying additional users, and some social media accounts don’t even give you the option to have multiple log-ins.

Sharing passwords in your office is sometimes necessary for collaboration, and [the best way to do this is by using a password manager](https://blog.teknologize.com/strong-passwords-and-password-managers). Affordable (some platforms even offer free versions), layered with security, and simple to use, password managers are the safest and easiest way to store and share your company’s private passwords.

 

## **Reasons You Would Need To Share Your Passwords **

## Shared accounts are the biggest reason businesses share passwords, whether their employees work from a physical office or at home. It improves collaboration and makes employees’ jobs a lot easier. Medical leaves, turnover, vacations, and “Bob isn’t coming in because he ate bad fish last night but has our Amazon log-in” are other reasons passwords get handed around like a plate of turkey at Thanksgiving dinner.

However, unsafe sharing habits will put your private passwords in the hands of greedy hackers, who can fetch a [high price for your data in dark web markets](https://blog.teknologize.com/what-is-the-dark-web). IBM Security reported that in 2022, 19% of all breaches were caused by stolen or compromised credentials.

So, how do you share passwords safely?

 

### **First, Avoid These Common Password-Sharing Mistakes **

When it comes to password sharing, remember:

1. ** Don’t send passwords via e-mail: **E-mail is the #1 target of hackers, and many e-mail services aren’t encrypted. Those that are encrypted are still risky because e-mails are stored in several servers on their way to or from your account. That means your e-mail is sitting in a Sent folder, ripe for the taking by anyone who gets into your e-mail account, encrypted or not.
2. ** Never text or chat passwords: **Like e-mails, SMS messages or messaging apps like Slack aren’t secure. Once a text is sent, it is available for anyone to see.
3. ** Stay far away from storing passwords using pen and paper and shared documents: **Sticky notes, memo pads, Google Docs – NEVER write down your passwords.
4. ** Avoid the temptation to store passwords on your device: **If your device gets hacked, nothing stops that perp from taking every password you saved.

#### **The Best Way To SAFELY Share And Store Your Passwords ** We [recommend using reliable password managers](https://blog.teknologize.com/password-security) because they have multiple layers of encryption so only those with a key (your master password) can see it, AND they include more robust security and sharing features like:

- **Zero-knowledge architecture: **Not even your password manager service can see the information you save in your vault.
- **Multifactor authentication (MFA): **For added log-in security.
- **Unique password generation: **Creates strong, random passwords to improve log­in security.
- **Fake log-in page warnings: **Warns you if a page is spoofed by hackers.
- **Breach or weak password notification: **Alerts you if one of your passwords was leaked or if your current password is weak.
- **Simple, secure built-in password sharing: **Some password managers let you choose which passwords your employees can see and keep others in a private vault. Others, like Keeper, let you share documents or records without exposing credentials.

To use password managers, you only need to remember one password – the master password. One downside is that whomever you share a password with needs an account for the same service. However, most password managers have corporate accounts, so this shouldn’t be a problem.

 

##### **Smart Businesses Use Password Managers **

It’s a good idea to avoid sharing passwords as much as possible, but when you have to, use a reliable password manager to ensure you have control over exactly who sees your credentials. Talk to your employees about safe password hygiene, host regular security-awareness training for employees, and use MFA with every account. It’s not just safe business – it’s smart business.

 

 

**[About Teknologize](https://www.teknologize.com/)**

Teknologize is a **[SOC 2 Type II accredited](https://blog.teknologize.com/why-soc-2-certification-is-valuable) Managed IT and Cybersecurity provider** serving small to mid-sized businesses across Washington and Oregon. We deliver full-service [Managed IT Support](https://www.teknologize.com/managed-it/), [Co-Managed IT Support](https://www.teknologize.com/co-managed-it/), advanced [Cybersecurity Solutions](https://www.teknologize.com/cybersecurity/), and [IT Compliance Services](https://www.teknologize.com/regulatory-compliance/) for regulated industries, including [Healthcare](https://www.teknologize.com/it-support-healthcare/), [Financial Institutions,](https://www.teknologize.com/it-support-banks-and-credit/) [the Utilities Sector](https://www.teknologize.com/it-support-utilities/), [Manufacturing,](https://www.teknologize.com/it-support-manufacturing/) and [Professional Services](https://www.teknologize.com/it-support-businesses/).

👉 [Book a Discovery Call](https://info.teknologize.com/discovery-call) to see how Teknologize can support your business.

**Our Offices**

**Tri-Cities, Washington** – 509.396.6640 | **Yakima, Washington** – 509.396.6640

**Bend, Oregon** – 541.848.6072 | **Seattle, Washington** – 206.743.0981

Questions about your IT or Cybersecurity? Give us a call today!

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