How EAs and Executives can share Passwords: Why it’s time to ditch the spreadsheet

Here’s something that’s a little taboo in our EA-world… how we’re sharing passwords. 

If you’re still swapping login details through spreadsheets or (gasp) slack messages, this one’s for you. 

It’s easily done. Hit the ground running and there’s no time to think about a process or system. You are juggling a thousand balls, so you do what works – until it doesn’t. 

Let’s have a little chat about spreadsheets vs password managers.

The dreaded spreadsheet

At first, a password spreadsheet seems like a tidy little hack. You create a locked Google Sheet or Excel doc, give it a cute tab structure, maybe even colour-code it. You and your exec high-five each other. "Look how organised we are!"

But here’s what’s really happening:

• “Wait, is this the most up-to-date sheet?”
•  “I sent it to you. Check your downloads folder...maybe?”
• If it’s stored in a shared drive or email... it’s vulnerable. (Hackers say thank you)
• “What’s the login for that one weird supplier we use once a year?” No one knows.

Spreadsheets were built for budgets and checklists, not digital security.

A password manager

This is where a password manager comes in.

We’ve been using 1Password at EA How To for a few years now and it’s changed everything.

Why we love it:

• You can share logins with your exec or team without actually revealing the password.
• Use it on the desktop, mobile, browser - wherever you're working.
• Group logins by vaults (Finance, Travel, Social etc.), tag them and keep notes.
• Forgot that obscure log-in? 1Password didn’t.
• Every time you try to log in to a system, it’ll pop up with the 1password ready. 

Getting your Exec on board

EAs often ask: “How do I convince my exec to stop using the spreadsheet?”

Here’s how:

• “You won’t have to hunt through your inbox for logins anymore.”
• Set it up for them: Create a vault, organise their logins and demo it in 5 minutes.
• Highlight the security angle, especially if they deal with sensitive data.
• “Now you don’t have to remember any passwords. Ever.”

They’ll love it and so will you. 

Avoid the hack and save hours of time – it’s a no brainer in the EA world. 

Let us know, what password manager do you use?