In the modern business, passwords are no longer enough to keep your business safe. Cybercriminals are constantly finding new ways to steal login information, and if they succeed they can access sensitive data, customer records, or even your finances. That’s where multi-factor authentication (MFA or 2FA) comes in. Although it might sound a little technical, don’t fret, implementing MFA isn’t as difficult as it sounds.
What Is MFA?
Multi-factor authentication is an extra layer of security that protects your accounts. Instead of logging in with just your username and password, MFA sends an additional step to confirm it’s really you. Here are some types of verification that you can expect:
- A code sent to your phone number or email
- A fingerprint or face scan (face ID)
- A prompt from an authentication app
Even if an attacker grabs your login information, they won’t be able to log in without that additional step.
Why Your Business Needs It
Multi-factor authentication is one of the most effective ways to block cyberattacks, stopping over 99% of attempts that rely on stolen passwords. It’s especially important for remote teams, where employees are logging in from different locations and devices. Adding the extra layer of protection keeps your system secure no matter where your team works. MFA is also a requirement in many industries for meeting insurance, legal, or compliance standards (like HIPAA, PCI DSS, and CMMC).
What MFA Apps Should I Use?
There are several trusted apps that make using multi-factor authentication easy and secure. The right app often depends on which business tools your company already uses. Here are some top options:
- Microsoft Authenticator
- Ideal if your company uses Microsoft 365 (Outlook, Teams, OneDrive, etc.). It integrates smoothly and supports push notifications for quick logins.
- Google Authenticator
- A solid choice for businesses using Google Workspace (Gmail, Google Drive, etc.). It’s simple and effective, and can even be used within Google apps like Gmail or YouTube if you don’t have the dedicated app.
- Duo Mobile (by Cisco)
- Great for teams using a mix of tools. Best for companies looking for advanced security features and user management, especially in larger teams or regulated industries.
To get started, download the app that fits your setup, then link it through your account’s security settings. If you’re unsure how to begin, Canopy IT can walk you through the setup and help roll it out across your team.
Isn’t It Complicated?
Not at all! The best thing about MFA is its ease of use. At Canopy IT, we help our clients roll out MFA across all their business tools (like Microsoft 365, Google Workspace, email, and cloud apps) without interrupting your day-to-day operations. Once set up, logging in only takes a few extra seconds, but those seconds can make all the difference in protecting your business. A common misconception is that you will be prompted with MFA each time you login, but that’s not exactly the case. Although MFAs can be configured to do this, most authenticators will only prompt a token when logging in on a new or unrecognized device, or after a ‘remember me’ period has expired (usually 30 days).
Ready to Strengthen Your Security?
If your business isn’t using MFA yet, now’s the time. It’s one of the most affordable and effective ways to protect your team, data, and reputation! Need help setting up or understanding how it works with your systems? Canopy IT has your back. Let’s talk about how we can make your security stronger without making your tech life harder. Contact us today to learn more!