Does Your PM Platform Accept Weak Passwords? Time to Rethink Your Work Tools

Project management (PM) platforms hold large volumes of sensitive client data. Yet many still allow weak or outdated passwords. Needless to say, weak passwords can put your data at risk during financial or project work. Safeguarding your clients’ information equals protecting your reputation—neither is optional.

Table of Contents

Learn to choose reliable PM software and crucial security measures for reputable project management.

The Risk of Weak Passwords

Poor password habits can expose PM platforms to threats like phishing, credential stuffing, data breaches, and unauthorized access. These threats can have real-world consequences for project teams. Data leaks, missed timelines, and compliance issues are just some of the consequences that may occur from dashboards and programmatic insights unprotected against unauthorized access.

Despite all the risks, poor password management remains a major contributor to data breaches in the USA. According to data from Demandsage, 2.28 billion data leaks were due to poor password habits. A recent study shared by TechChannel News found that, among the 2 billion leaked passwords from 2025, around 38.6% contained “123.” The study also found that 65.8% of passwords had fewer than 12 characters, while only 3.2% had 16 or more.

Modern password-cracking programs can make short work of weak passwords. All it takes is one member on your project team using a weak password for the PM platform, and your whole team is left vulnerable to cyberattacks.

What Secure PM Software Should Include

The blame for using weak passwords doesn’t fall entirely on the user. Many websites continue to allow weak passwords by not requiring special characters or by not setting a minimum password length. If your PM platform still accepts weak passwords, it’s time to rethink the tools you’re using.

Multi-Factor Authentication (MFA)

Having a strong password is only the first line of defense, but what if that fails? That’s why you also need to use multi-factor authentication, which uses multiple forms of verification to sign in. According to the Cybersecurity and Infrastructure Agency (CISA), enabling MFA can prevent 99% of automated hacking attacks.

MFA typically includes several verification methods:

Something You Know: Your password or PIN
Something You Have: A physical token, smartphone app, or security key
Something You Are: Biometric data like fingerprints or facial recognition
Somewhere You Are: Location-based verification using GPS or IP address

By combining these authentication factors, MFA creates multiple barriers that cybercriminals must overcome, making unauthorized access exponentially more difficult. Beyond passwords, your PM platform should include additional security features to protect your data.

Strong Password Enforcement

Platforms using this security measure will enforce password policies. These policies will set minimum character lengths and specific character requirements, such as a mix of uppercase and lowercase letters, numbers, and special characters. The password policies should also block passwords that contain names, common words, or those that have been used previously.

In addition, robust platforms may implement checks against known compromised password databases, preventing users from selecting passwords that have appeared in data breaches. Regular prompts to update passwords, combined with user education on creating strong, unique credentials, further strengthen account security. Together, these measures ensure that weak passwords do not become the weakest link in your project management platform’s security.

Data Encryption

Scrambling readable data into an unreadable format is a good way to protect your clients’ and team’s data from unauthorized access. End-to-end encryption for data in transit is also important, especially when handling client financial information. Additionally, encryption of data at rest ensures that information stored on servers remains secure even if the system is compromised. Platforms should also use strong encryption protocols and regularly update them to defend against evolving cyber threats.

Regular Security Updates

A good PM platform should implement regular security updates. Non-critical updates, such as minor feature improvements or bug fixes, can follow a weekly or monthly schedule depending on your organization’s risk tolerance and workflow. However, critical updates—especially those addressing known security vulnerabilities—should be applied immediately to minimize exposure.

Updates should also be prioritized after a security breach or when patches are released by the vendor. Delaying updates can leave your platform open to attacks, including unauthorized access, data leaks, or ransomware. In addition, organizations should maintain an updated log and verification process to confirm that patches have been applied successfully across all user accounts and devices.

User Access Controls

User access controls are a critical line of defense in any project management (PM) platform. Even if your platform enforces strong passwords, lax access permissions can leave sensitive data exposed. Access controls determine who can view, edit, or delete information, and improperly configured controls can allow unauthorized users to gain entry, either accidentally or maliciously.

Practical Steps Project Managers Can Take Today

In addition to using the security measures already built into your PM platform, you should also follow a few security best practices to keep your project data safe.

Conduct PM Platform Audit

Regularly review your PM platform’s password policy, MFA availability, and update frequency to stay on top of security. Schedule quarterly audits to assess compliance with current security standards and identify potential vulnerabilities. Document findings and implement necessary changes promptly. This proactive approach helps ensure your platform maintains robust security measures that protect sensitive project data and client information from evolving cyber threats.

Remove Former Employees

Only current project team members should have access to your PM platform. When an employee leaves the organization, immediately revoke their access to prevent unauthorized entry and potential security breaches. Conduct regular audits of user accounts to ensure former employees, contractors, or inactive accounts no longer retain access to sensitive project information. This practice is essential for maintaining data integrity and protecting confidential client information.

Educate Employees

Preventing cyberattacks from human error requires teaching team members good password habits and how to spot phishing signs. Provide comprehensive training on creating strong passwords, recognizing suspicious emails, and identifying social engineering tactics. Educate project team members on proper incident response procedures after an attack happens. Regular security awareness training empowers employees to become your first line of defense against cyber threats and data breaches.

Integrate Password Managers

Password managers provide features like strong password creation and secure sharing that promote good security habits. These tools help by storing and autofilling complex passwords, reducing the temptation to reuse weak or easily guessable passwords across multiple platforms. They encrypt credentials, generate random passwords, and enable secure sharing among team members. Implementing password managers significantly strengthens your organization’s overall security posture and reduces vulnerability to attacks.

The Role of Online Fraud Insurance

Even the strongest security protections can be vulnerable to sophisticated cyberattacks and online scams. That is why having online fraud insurance in case the worst happens is vital. This type of insurance coverage:

Reimburses you for money lost to cyber incidents and provides you with expert guidance, allowing you to recover quickly
Covers financial losses from phishing attacks, business email compromise, and fraudulent wire transfers
Provides access to cybersecurity experts who can help investigate incidents and prevent future attacks
Protects against social engineering scams that bypass technical security measures
Offers legal support and assistance with regulatory compliance after a breach
Helps restore compromised systems and recover lost data
Covers costs associated with notifying affected clients and managing reputational damage

Protect Your Projects With Strong Security Practices

Don’t use weak, overused, or sensitive information-filled passwords that might put your project at risk. If your PM platform is still accepting weak passwords, now is the time to choose a security-first platform and pair it with password best practices. Safeguard your projects, clients, and your reputation by adding online fraud protection for added peace of mind.