Getting a Grip on Passwords

As someone who juggles multiple roles, I understand the importance of efficient time management. One aspect that can either streamline your tasks or become a constant source of frustration is password management. I've been there, struggling to remember passwords for countless accounts, scribbling them on sticky notes, and crossing my fingers I won't forget them.

Using a Password Manager

The first step in getting a grip of password management is to embrace a reliable password manager. My personal favourite is LastPass and it’s served me well for many years. Password managers securely store your passwords and make it simple to access your accounts while keeping your data locked down. Think of it this way: your brain has a lot to handle already—do you really want to burden it with trying to remember dozens of complex passwords? Even worse, you definitely don’t want to take a shortcut and use the same password for every account—that’s just a hack waiting to happen.

With a password manager, you'll never waste time searching for or resetting forgotten passwords. You simply need to remember one strong master password which gives you quick and secure access to all your other passwords. No more frustration, no more time wasted on password-related issues. Imagine the time you save not having to manually enter or copy+paste passwords. A good password manager can auto-fill your username and password with a single click (or even as soon as the login page appears). It's a seamless experience that minimises interruptions and keeps you in the flow of your work.

The Master Password: A Key to Your Digital Kingdom

I recommend using a ‘passphrase’ rather than a ‘password’. Choose a sentence that resonates with you, something only you would understand, and then sprinkle in some numbers and symbols. For instance, "I love walking in the Dales!" can become "IL0veWalk!ng#InTh3Da!es!". This is not only strong but also memorable for you.

Here's my trick (hmm, should I be sharing this…): I pick a sentence from a favorite book or song lyric, something unique to me but easy to remember. For instance, "To be or not to be, that is the question" becomes "2boN2b,ti5q?" I mix uppercase letters, numbers, and symbols, creating a robust master password.

Regular Renewal: Changing the Master Password

It might seem overkill, but to ensure maximum security, change your master password every six months or so. Think of a new phrase and create your new password—it takes seconds, but gives you that extra edge. Add this as a recurring task to your task list so you get prompted, though most good password managers will periodically remind you automatically.

Don't Write It Down on Paper or Insecure Files

It may still be tempting to jot down your master password on a sticky note or in that hidden notebook on your desk. Don’t. Anyone who stumbles upon that one password can easily access your entire digital life. If you do need to share your accounts with a loved one, for instance, in case of emergency, use the special emergency access features or sharing services of the password manager—don’t write down your master password anywhere. And definitely don’t write it down in a file on your computer either.

The Dreaded Password Reset

We've all been there, trying to guess which of our usual passwords might have been used for an account we haven't touched in years. It's time-wasting and annoying. With a password manager, you can quickly generate a new, secure password and update your account in minutes.

Categorise Passwords

Another handy tip when it comes to managing passwords is to categorise them. I've created folders within my password manager for work-related accounts, personal accounts, and those occasional weird accounts I can't quite remember why I created in the first place.

Sharing with Colleagues

But what if you have a team to manage or share accounts with colleagues? No problem there—most password managers offer sharing options. This way, you can securely share specific accounts without revealing the master password or individual passwords you don’t want to share.

The Power of Two: Turning on Two-Factor Authentication (2FA)

2FA is the extra layer of security that makes your accounts even more impenetrable. It's like having a guard at the entrance of a fortress, asking for a second form of ID after you enter your password. This can be a one-time code sent to your phone, a code generated by an authentication app, or a biometric scan. Turning on 2FA for your accounts may take a little extra time initially, but it's worth every second.

When you know your accounts are protected by a robust password manager and 2FA, you can breathe easier. The nagging fear of a security breach or losing access to vital accounts reduces immensely.