How to Create a Strong Password Policy for Your Team (and Actually Enforce It) 

By: The One Click Enterprise Team | July 7, 2025

What is the weakest link in your business's cybersecurity? In most cases, it isn't a sophisticated hacker or a complex virus. It's a simple, easy-to-guess password like Pretoria123 written on a sticky note.

A single compromised password can give a cybercriminal the "keys to the kingdom"—access to your company email, financial data, and sensitive client information. To defend against this, every business, no matter its size, needs a formal Password Policy.

But creating a policy is the easy part. How do you actually get your team to follow it without causing frustration and complaints? This guide will give you a simple framework for both creating your policy and making it stick.

Part 1: The 4 Core Rules of a Strong Password Policy

Your official policy doesn't need to be a 20-page legal document. It just needs to clearly state a few non-negotiable rules.

Rule 1: Define Password Complexity

Set clear, minimum requirements for all passwords used to access company data and systems.

• Length: Require a minimum of 12-14 characters. Length is one of the most important factors in password strength.

• Variety: Mandate a mix of uppercase letters, lowercase letters, numbers, and symbols (e.g., !@#$%^&*).

• Content: Prohibit the use of common words, company names, personal names, or sequential numbers like 12345.

Rule 2: Ban Password Reuse

This is a critical rule. Many people use the same password for multiple services. If a non-critical service (like a personal social media account) is breached, criminals will use those stolen credentials to try and log in to more important accounts, like your work email.

• The Rule: A unique password must be used for every single business application (e.g., email, CRM, accounting software, etc.).

Rule 3: Mandate Multi-Factor Authentication (MFA)

This is your single most important security layer and is non-negotiable in 2025. MFA, also known as Two-Factor Authentication (2FA), means that even if a criminal steals a password, they cannot log in without a second piece of proof.

• The Rule: MFA must be enabled on all critical company accounts, especially email (like Google Workspace), financial applications, and cloud storage. This usually involves a code sent to the user's phone or an authenticator app.

Rule 4: Implement Smart Password Changes

The old advice of forcing password changes every 90 days often backfires, leading to weaker passwords (e.g., PasswordJuly25 becomes PasswordAug25). A more modern approach is better.

• The Rule: Passwords do not need to be changed on a fixed schedule. Instead, a password change is mandatory only when there is a suspected security incident or when a service you use reports a breach. The focus is on creating an incredibly strong, unique password from the start.

Part 2: How to Actually Enforce the Policy

A policy is useless if it's not followed. Here’s how to ensure compliance without frustrating your team.

Tip 1: Use a Password Manager (This is Essential!)

It's impossible for anyone to remember dozens of long, unique, complex passwords. The solution is a password manager (such as Bitwarden or 1Password).

• How it works: This tool generates and securely stores strong, unique passwords for every website and application. Your employees only need to remember one single, strong master password. Business plans also allow you to securely share credentials with your team without ever revealing the actual password.

• Why it works: It makes being secure the easiest option.

Tip 2: Leverage Your Technology's Built-in Controls

Platforms like Google Workspace have powerful administrative tools for enforcement.

• How it works: As your IT partner, we can configure your Google Workspace account to require all user passwords to meet your complexity rules. We can also enforce the use of MFA, preventing users from disabling it. This takes the guesswork out of enforcement.

Tip 3: Train and Educate Your Team

Don't just email a policy document and expect it to be read. Explain the "why" behind the rules.

• How it works: Hold a short, simple training session. Explain the real-world risks of weak passwords. Show your team how to use the chosen password manager. A team that understands the importance of security is far more likely to be a willing participant than a reluctant one.

Security Through Simplicity

A strong password policy isn't about creating frustrating rules. It's about combining clear guidelines with practical tools (like a password manager) and supportive education. The goal is to make security a simple, seamless part of your team's everyday workflow.

Implementing a robust password policy and the technology to enforce it can be a challenge for busy business owners. At One Click Enterprise, we specialize in cybersecurity for South African SMEs. We can help you draft a policy, deploy a password manager for your team, and configure your systems to enforce these critical security rules.

Contact us for a free security policy consultation.