Start here Why this matters Small businesses often start with one shared password list because it feels simple. Over time, that list becomes risky because no one knows who copied it, who still has it, or whether old passwords were ever changed. Use this resource when Your team shares passwords in spreadsheets or messages. Employees use the same login for multiple systems. You are not sure how to remove password access when someone leaves. You want a safer process that is still practical for a small team. What to review All shared business passwords. Systems that support separate named user accounts. Accounts that require Multi-Factor Authentication (MFA). Who owns each shared vault or folder. How passwords are changed after employee exits. Which accounts are used by vendors or contractors.
Step by step Practical checklist List every system where employees currently share a password. Replace shared logins with named accounts whenever possible. Choose a business password manager. Create shared vaults based on job roles. Limit administrator passwords to a smaller approved group. Turn on Multi-Factor Authentication (MFA) for email, finance, cloud storage, and administrator accounts. Add password vault removal to the offboarding checklist.
Avoid these issues Common mistakes Keeping a master password spreadsheet. Sharing passwords through email or chat. Letting every employee see every password. Not changing shared passwords after someone leaves. Using personal password managers for business credentials.
What Office Managers Should Know About Account Permissions Account permissions decide what employees can see, change, delete, share, or approve. For small businesses, permissions often become messy because access is added quickly but rarely reviewed later.
Employee IT Onboarding Checklist for Small Businesses A good onboarding process helps new employees start work without delays while keeping business systems organized and secure.
Microsoft 365 Administrator Access Review Template Administrator access should be limited, documented, and reviewed. This template helps small businesses identify who has elevated access and why.
