Passwords alone are no longer enough to protect your business accounts. Multi-factor authentication (MFA) adds a crucial layer of security that can stop most account compromise attacks.
What Is MFA?
Multi-factor authentication requires two or more verification factors:
- Something you know—Password, PIN, security question
- Something you have—Phone, security key, authenticator app
- Something you are—Fingerprint, face recognition
When you log in, you need your password PLUS another factor. Even if an attacker steals your password, they can't access your account without the second factor.
Why MFA Matters
Consider these statistics:
- 80% of data breaches involve compromised credentials
- MFA blocks 99.9% of automated account attacks
- The average employee reuses passwords across 13 accounts
MFA is one of the single most effective security controls you can implement.
Types of MFA
SMS Text Codes
A code is sent to your phone via text message.
- Pros: Easy to use, no app needed
- Cons: Can be intercepted through SIM swapping attacks
- Verdict: Better than nothing, but not recommended for high-value accounts
Authenticator Apps
Apps like Google Authenticator, Microsoft Authenticator, or Authy generate time-based codes.
- Pros: More secure than SMS, works offline
- Cons: Requires app installation, phone dependency
- Verdict: Good balance of security and convenience
Push Notifications
Apps that send push notifications you approve with a tap.
- Pros: Very convenient, resistant to phishing
- Cons: Requires internet connection, app installation
- Verdict: Excellent user experience with good security
Hardware Security Keys
Physical devices like YubiKeys that plug into your computer or tap to your phone.
- Pros: Highest security, phishing-resistant
- Cons: Cost ($20-50 per key), physical device to carry
- Verdict: Best for high-value accounts and users at elevated risk
Where to Enable MFA
Prioritize MFA for these accounts:
- Email—The master key to your digital life
- Financial accounts—Banking, accounting, payment processors
- Domain registrar—Controls your website and email domains
- Hosting/website admin—Access to your website
- Cloud storage—Where your data lives
- Social media—Especially accounts used for business
Implementing MFA for Your Team
Start with Leadership
Get buy-in from the top. When leaders use MFA, employees follow.
Make It Mandatory
Don't make MFA optional. Require it for all business accounts.
Provide Training
Show employees how to set up and use MFA. Make help available.
Have a Recovery Plan
What happens when someone loses their phone? Have procedures for account recovery.
Monitor Compliance
Verify that MFA is actually enabled and being used.
Common Concerns
"It's too inconvenient"
Modern MFA adds just seconds to login. Push notifications and security keys are nearly frictionless.
"What if I lose my phone?"
Set up backup methods—recovery codes, backup phone numbers, or multiple security keys.
"My employees won't do it"
Make it mandatory and provide support. Once it becomes habit, complaints disappear.
Getting Started
- Inventory all your business accounts
- Check which support MFA (most do now)
- Start with the highest-value accounts
- Roll out to all employees with training and support
- Document procedures for account recovery
*We help businesses implement MFA across all accounts as part of our secure email service. Contact us to strengthen your account security.*