Teams need shared rules
Small teams often move faster than formal security policies. That speed is useful, but it can also lead to inconsistent secret handling. A simple shared rule set can make the workflow safer without slowing everyone down.
Define a few defaults: when to use one-time links, when a short read limit is acceptable, and when a credential should be rotated after sharing.
Make the rule easy to remember
The best team policy is short enough to remember during a busy handoff. If the rules are too complex, people will ignore them or improvise.
Use the secure tool as the default path, and make exceptions explicit. That gives the team a repeatable routine and keeps sensitive data moving through the safest channel available.