A Small Business Guide to Implementing Multi-Factor Authentication (MFA)

Nearly 43% of cyberattacks target small businesses often because of weak or outdated security measures. The good news? One of the simplest and most effective ways to protect your business is by implementing Multi-Factor Authentication (MFA).

This guide walks you through everything you need to know about MFA: what it is, why it matters, and how to implement it across your business whether you’re in Surrey, Hope, Langley, Abbotsford, or Chilliwack.

Why MFA Matters for Small Businesses

Despite their size, small businesses are increasingly in the crosshairs of cybercriminals. All it takes is one stolen password to expose sensitive data, compromise your operations, or cost you thousands.

MFA drastically lowers this risk. It requires more than just a password to log in. Think of it as adding an extra lock to your digital front door. Even if a hacker gets your password, MFA makes it much harder for them to break in.

Cyberattacks are no longer a question of if, but when. MFA is your frontline defense.

What is Multi-Factor Authentication?

MFA requires two or more types of identification before granting access to a system or account. These types typically include:

1. Something You Know: like a password or PIN. 

2. Something You Have: like your phone or a security token. 

3. Something You Are: like a fingerprint or face scan. 

   
   

Let’s break those down:

• Something You Know: Your password. Easy to use, but also easy to steal or guess. 

• Something You Have: A device, like your phone, that receives a one-time code or runs an authentication app. 

• Something You Are: A biometric, such as a fingerprint or facial recognition. 

Combining two or more of these makes it exponentially harder for attackers to access your systems even if one factor is compromised.

How to Implement MFA in Your Business

Step 1: Review Your Current Security Setup

Start by identifying where MFA is most needed:

• Email accounts

• Cloud platforms (Google Workspace, Microsoft 365)

• Banking and payroll systems

• CRMs and customer databases

• Remote access tools

  
  

Step 2: Choose the Right MFA Solution

Some popular options for small businesses include:

• An OAUTH Authenticator (Microsoft, Google) – Free and reliable for most platforms. Usually just scan a QR code and you're setup. 

• Duo Security – Easy to use and offers scalable plans. 

• Authy – Syncs across devices and includes cloud backup. 

• Okta – Offers broader enterprise-grade features as you scale. 

Pick a solution that fits your current size but can also grow with your business.

Step 3: Roll Out MFA Across Critical Systems

Start with your most sensitive tools (email, finance, client data). Require employees to set up MFA, especially for remote access.

Step 4: Train Your Team

Not everyone will be tech-savvy. Offer a simple guide and support to help staff set up MFA. Emphasize that it's not about inconvenience it’s about protection.

Keep Your MFA System Secure and Up to Date

Implementing MFA is just the beginning. Maintain your defenses by:

• Reviewing MFA settings regularly 

• Upgrading to more secure methods like biometrics 

• Resetting access quickly when employees lose devices or change numbers

• Running periodic tests and phishing simulations 

You want MFA to be strong and user-friendly if it’s too clunky, staff may try to bypass it.

Common Roadblocks (and How to Get Around Them)

Resistance to Change: Some employees might see MFA as a hassle. Explain its importance and show how easy it is to use.

Integration Challenges: Not all software supports MFA out of the box. Choose solutions that integrate well with your current tools or offer custom configuration.

Cost Concerns: Start small many effective MFA tools are free or low-cost. You can always upgrade later.

Device Management Issues: Encourage tools like Authy that allow multi-device support and cloud backup to reduce downtime if a device is lost.

Lost Devices and Recovery: Have a recovery policy in place. Offer backup codes or alternative authentication options to minimize disruption.

Now Is the Time

Cyber threats aren’t slowing down but you can stay ahead. By implementing MFA, you add a powerful layer of protection that significantly lowers the chance of a successful attack.

Act today:

• Audit your current systems

• Choose the right MFA tool

• Educate your team

• Stay current with updates and testing

Need help getting started? We’re here to guide you every step of the way whether you’re in Chilliwack, Surrey, or anywhere in between. Contact us to start securing your business today, get in touch with us right now or visit www.improvingit.ca to arrange a free consultation. Reliable. Scalable. Secure. That’s what we deliver every time.