You may think that your digital team members have the best of intentions and perhaps they do, but small businesses are more open to cyber hacks than ever. You must know how to safely outsource passwords and login information to protect your valuable business data and react quickly if a VA needs to be terminated.
In fact, cyber hackers know that small businesses often don’t take the steps necessary to protect their digital assets and this is why small businesses have become a key target of cyber-attacks.
Thankfully, there are couple of things you can do to enhance your cyber security, even if you’re only a solopreneur or a two-person team managing your business with you and a virtual assistant.
Don’t Use Spreadsheets!
Outsourcing passwords and logins should always be done safely, so as to minimize potential problems. One of the most common ways for people to capture passwords early on in their business is to use an Excel spreadsheet or a Google Doc.
An Excel spreadsheet can prove problematic because you’ll constantly be emailing back and forth an updated version and people will be emailing you to ask about passwords that have expired or have been changed. Furthermore, since your email is relatively open to be hacked simply, you may not want to be exchanging information in this way. The same goes for sharing a Google Doc.
Use a Tool like Last Pass.
I love Last Pass (and hey, so does my team!)
It allows you to enter in all of your login information and then share that login information in a way that the people using it don’t actually see the password itself. They simply have the capability to log in inside Last Pass and launch a particular site. You can keep the passwords updated on your end and give access only to people who need it, making it easier so that you don’t have to worry about someone logging in on your behalf or using your personal passwords.
This way you can safely outsource what you need quickly and only you have access to the master files.
Make Use of Website Plugins
Another tool that I recommend is exploring potential plugins on your website that help to minimize login attacks. Since your website is one of the ways that you are most prone to be attacked today and having your entire site hacked, use a tool like WordFence, if your website is on WordPress. This sends you alerts when people are attempting to log in to the website, in particular when somebody attempts to login too many times and gets locked out of the process. You might be shocked to realize that people all over the world are trying to get access to your website using various logins. This can prove extremely problematic.
These hackers can be doing anything from more minor issues like posting promotional blogs that have nothing to do with your material all the way up to hacking your entire website or stealing your customer list. It’s well worth taking these extra steps to outsource logins and password information safely.
Since the free version of the Last Pass is extremely beneficial, I recommend incorporating this into your business as soon as possible. Once you install Last Pass, it will prompt you every time you log in to your website whether or not you’d like to save that into your password bank. This way you can rebuild your password login sheet within a more secure system and then share it with the individuals who need to access it effectively.