We see in our line of work that cybercriminals aren’t going away any time soon, and only using passwords on their own just doesn’t cut it anymore. The way to solve this is to use Multi-Factor Authentication (MFA), as this will help you be more secure. MFA can also be called Two-Factor Authentication or 2FA. It basically adds an extra security hurdle, which will keep most attackers out of your online applications and systems. This extra layer of protection is now a core part of what is known as an identity and access management (IAM) plan.
What Is Multi-Factor Authentication?
MFA is a way to prove it’s really you logging in. Your systems will ask you for more than just a password. You should be required to provide a fingerprint, a special ,multifactor authentication code, or even a physical device such as a USB. This is known as an authentication factor, something only the user has, knows, or is. It’s often called two step verification when just two methods are used.
Why MFA Matters for Your Business
Hackers target anyone who has weak security. They do not differentiate between small businesses or large business, just insecure systems. They use methods like phishing emails, password leaks, or simple guesswork. Any of those methods are often enough to get in, so the idea of MFA is to make it more difficult.
What it means is that even if someone steals a password, they still can’t log in without the second factor. That extra layer keeps your systems far safer. MFA is also part of best practice in standards like Cyber Essentials, ISO27001, and other data security frameworks.
How MFA Works
You would sign in (or authenticate) to your systems as usual. Once you have put your password in for your user account, then you would need to provide another form of authentication, which can be a fingerprint, app approval, or a one-time code. On most smartphones these days, you can get into your apps with either a fingerprint or facial recognition. As those are very hard to replicate, they are accepted quite often without even having a password.
Sometimes the request is only triggered when using a new device or logging into a new browser. Some systems require the user to use the additional authentication for every single login attempt. The main email and system providers such as Microsoft 365, Google Workspace, and AWS all offer MFA as standard.
Which MFA Methods Work Best?
Not all methods offer the same protection. Here’s how they each different type of MFA compares:
SMS Codes – We don’t recommend them
Easy to use, but also easy to intercept. Hackers can spoof numbers or clone SIMs.
Security Questions – We don’t recommend them
Easy to use, but like the password itself, it doesn’t provide great additional security. Hackers have become increasingly good at guessing or locating the answers, so it’s not a very strong extra layer of security.
Authenticator Apps – Much better
These mobile device apps, such as Microsoft Authenticator or Google Authenticator, generate random time-based one-time passwords (TOTP) that change every 30 seconds. They work even without mobile signal and are very difficult to tamper with.
Hardware Tokens – Secure but less common
Think of a USB key or small physical security token. They’re very safe but not always practical for every user.
Biometrics – Highly recommended
Fingerprints, face recognition, or voice ID. They’re fast, hard to fake, and simple to use. Nearly every smartphone has the option for this additional factor for sign-in.
At Security Everywhere, we usually pair biometrics with Keeper or an authenticator app on your mobile phone to make your MFA less vulnerable. It’s effective and easy for teams to adopt.
The Three Types of Checks
MFA combines two or more of the following types of authentication:
- Something you know – Like a password or PIN.
- Something you have – Your phone, a security key, or smart card.
- Something you are – Your fingerprint, face, or voice.
The more varied the checks, the stronger your protection.
Why MFA Is Worth Doing
Here’s what it helps with:
Stops password-only attacks
A leaked password isn’t enough to get in.
Secures flexible working
Staff can log in from anywhere, securely.
Reduces human error risks
Even if someone clicks a phishing link, MFA may block the breach.
Meets compliance needs
MFA is expected under certain security standards, such as GDPR and Cyber Essentials.
Sends a message
Shows clients and regulators you take authentication seriously.
Costs very little
Many MFA tools are built into your existing systems.
Rolling Out MFA
You don’t have to protect everything at once. Start where it matters most:
- Protect key systems first
Email, admin tools, finance accounts—these are high priority. - Choose methods that work for your team
Biometrics or push approvals usually win on ease and speed. - Talk your team through it
People adopt it faster when they understand the reason. - Prepare for the odd bump
Have backup options if phones get lost or codes are forgotten. You can also implement a second factor like a recovery code or alternate device.
What Gets in the Way
Some people resist change.
Extra steps can feel annoying at first. But if it’s quick and well explained, most get used to it fast.
Older tools may not support it.
Ask the software provider, or apply other controls while you work around it. Sometimes alternative authentication schemes or device-level policies can help.
Keeping It Running Smoothly
In order to improve your privacy and security, it is important to have an authentication system that does not only require MFA, but makes sure it is easy to use. We recommend the following to help keep it running smoothly.
- Use MFA on every critical account
- Check access regularly and tidy up unused logins
- Update tools when needed
- Offer recovery options that are simple but safe
- Watch out for odd or suspicious logins
Final Thoughts
If you are looking for a fairly easy wau to protect your systems, we strongly recommend using Multi-Factor Authentication to protect your users, company systems and data. Whether you’re securing Office 365, finance tools, or shared data, the use of MFA makes it much more difficult for hackers.
FAQs
What happens if I lose my phone?
Most tools have backup codes or other recovery options. IT support can help get you back in. It’s worth setting up more than one authentication method if possible.
Is biometric login safer than a password?
Yes. It’s hard to copy your fingerprint or face. Just pair it with another method for extra safety.
Will MFA slow us down?
Barely. Most users find it adds just a few seconds—if that. If you use a password manager with MFA support, it won’t slow you down at all.
Is MFA required by law?
In most environments, it is not mandated by law. In all cases however, it is strongly encouraged. We would argue that if you handle any kind of sensitive data, such as working in finance, it should be mandatory.
What’s the best method?
Biometrics with an authenticator app or password manager. It’s secure and easy to use. For high-risk users, adding a hardware token or using adaptive authentication may be ideal.
What about shared logins?
If you must share, use a secure password manager that tracks who’s logging in. Make sure MFA is still applied to the shared credential access.
We use a tool that doesn’t support MFA—what now?
Try to limit access, add network restrictions, and ask the vendor about updates. Some systems offer external wrappers or IAM integration for older tools.
Is MFA the same as two-step verification?
They’re very similar. MFA uses checks from different categories, while two-step might use two from the same one. But the goal is the same—keep accounts safer.
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