Part 3: Who’s Got the Keys? Managing Access in Small Businesses
In many small businesses, identity and access management looks like this:
- A shared Gmail account for marketing
- One login for everyone at the front desk
- An intern who still has access even after they’ve left
When everyone has access to everything—and no one knows who has what—it’s not just bad practice. It’s a ticking time bomb.
Access Management 101: The Principle of Least Privilege
Only give people access to what they need, when they need it, and nothing more.
Think of it like a restaurant kitchen. Not everyone needs the keys to the walk-in freezer or the liquor cabinet.
The Most Common Access Mistakes (and How to Fix Them)
Mistake #1: Shared Accounts
Using one login for multiple people is risky. Fix: Assign individual accounts wherever possible.
Mistake #2: No Offboarding Process
Former employees with active access are a huge risk. Fix: Revoke access immediately—and automate it if you can.
Mistake #3: Everyone Is an Admin
Only a few should be admins. Fix: Separate admin and user roles, and require MFA for all admins.
Smart Access Tips for Small Teams
- Use Microsoft Entra or Google Workspace
- Group users by role
- Review access regularly
- Use an offboarding checklist
- Rotate passwords and revoke stale sessions
Bonus: Tools That Help Without Breaking the Budget
- Microsoft 365 Entra ID – Centralized access – Business Std+
- Google Workspace Admin – User/device management – Basic–Plus
- Bitwarden Teams – Shared password vaults – Low
- JumpCloud / Okta – IAM & directory services – Mid
- Your MSP – Monitoring & offboarding help – Flexible
Need a better way to manage access? Download the policy starter and offboarding checklist to get started.
Coming Up Next: The Human Factor
In Part 4, we’ll explore how to train your team without the snoozefest.