Have you Adopted Multi-Factor Authentication Yet?

Are you still lagging behind in your cybersecurity measures? Unfortunately, the smaller a business, the less the owners think about their network defenses. Do not be lulled into a false sense of complacency.

43% of cyberattacks target small businesses

It's sadly common for Small and Mid-size Businesses (SMBs) to consider themselves too small to attract attention from hackers. YOU ARE NOT. Just like Goldilocks, you may be too small for some crooks, too big for others, but for many you are “just right.” Cybercrime mirrors the echelons of crime in the real world, some crooks rob priceless jewels from The Louvre Museum, while some crooks pick tourists’ pockets.

One of the most highly effective ways to protect your business is also one of the most overlooked: Multi-Factor Authentication (MFA). This is an extra layer of security that makes it significantly harder for hackers to gain access, even if they have your password.

It's not difficult to implement MFA for your small business, but it adds a huge level of security. We will show you how. It’s crucial to take this important step in safeguarding your data and ensuring stronger protection against potential cyber threats.

What is meant by multi-factor authentication?

MFA (Multi Factor Authentication) adds a step to your access process that requires users to provide two or more distinct factors when logging into an account or system. This layered approach makes it more difficult for cybercriminals to successfully gain unauthorized access. Instead of relying on just one factor, such as a password, MFA requires multiple types of evidence to prove your identity. This makes it a much more secure option.

What are the three factors of multi-factor authentication?

The three basic tenets of MFA are:

1: Something You Know

The universal first line of defense in MFA is the most traditional and commonly used form of authentication (knowledge-based authentication). It usually involves something only the user is supposed to know, like a password or PIN.

For years, this was the stand-alone access feature, but hackers have learned to get around it far too easily. At this point, a password or PIN is considered the weakest part of security. While passwords can be strong, they're also vulnerable to attacks such as brute force, phishing, or social engineering. These can be easily stolen, guessed, or hacked.

2: Something You Have

This factor in MFA is possession-based, involving something physical that the user must have access to in order to authenticate. The idea is that even if someone knows your password, they wouldn't have access to this second factor. This factor is typically something that changes over time or is something you physically carry.

One common example is a mobile phone that can receive SMS-based verification codes (also known as one-time passcodes), which is then entered into the login screen.

The second most common example is a security token or a smart card that generates unique codes every few seconds.

The third example is authentication app like Google Authenticator or Microsoft Authenticator, which generates time-based codes that change every 30 seconds.

Unless hackers are working with pickpockets or burglars, these factors make it far more difficult for an attacker to access them unless they physically steal the device or break into your system.

3: Something You Are

This factor is all about biometric authentication, which relies on your physical characteristics or behaviors. Biometric factors are incredibly unique to each individual, making them extremely difficult to replicate or fake. This is known as inherence-based authentication.

Some common types of biometric authentication are fingerprint recognition (common in smartphones and laptops), facial recognition (used in programs like Apple's Face ID), voice recognition (often used in phone systems or virtual assistants like Siri or Alexa), and retina or iris scanning (usually used in high-security systems).

Unless hackers have access to your physical body, this factor ensures that the person attempting to access the system is, indeed, the person they claim to be. Even if an attacker has your password and access to your device, they will still need to replicate or fake your unique biometric traits, which is extraordinarily difficult.

How do you implement MFA?

It’s quite a manageable process to implement Multi-Factor Authentication (MFA), although at a glance it may seem like a complex. If you break it down into clear steps, it falls right into place. Again, this is best left up to your IT support. Here is a simple guide to help you get started with MFA implementation in your business:

Take Stock of Your Current Security Infrastructure

First, if you have an internal IT Services Team, or your outsourced Managed Services Provider (MSP) before you start implementing MFA, have them do it. If not, you should consult with an IT professional, because it's crucial to conduct a thorough review of your existing security systems and identify which accounts, applications, and systems need MFA the most. Prioritize the most sensitive areas of your business, including:

1: Email accounts

2: Cloud services

3: Banking and financial accounts

4: Customer databases

5: Remote desktop systems

Start with your most critical systems to ensure that you address the highest risks first and establish a strong foundation for future security.

What is the best MFA solution?

That will depend on your unique needs, but there are many MFA solutions available, each with its own features, advantages, and pricing. Choosing the right one for your business depends on your size, needs, and budget. Here are four popular options that can cater to small businesses:

Google Authenticator

This is a free, easy-to-use app that generates time-based codes. It offers an effective MFA solution for most small businesses. ‘Free’ will often suffice for smaller, less complex systems.

Authy

Authy allows cloud backups and multi-device syncing. This makes it easier for employees to access MFA codes across multiple devices.

In evaluating an MFA provider, consider factors like ease of use, cost-effectiveness, and scalability as your business grows. You want a solution that balances strong security with practicality for both your organization and employees.

Duo Security

Duo Security is known for its user-friendly interface, Duo offers both cloud-based and on-premises solutions with flexible MFA options.

Okta

This is more robust MFA solution, which is great for larger businesses but also supports simpler MFA features for small companies, with a variety of authentication methods like push notifications and biometric verification.

When should MFA be used?

MFA should be adopted for all critical systems. Here are the steps to take for solid implementation:

1: Start With Your Core Applications

Establish your priorities: applications that store or access sensitive information, such as email platforms, file storage (Google Drive, OneDrive), and customer relationship management (CRM) systems.

2: Enable MFA for Your Entire Team

This is where zero-trust access management comes into play. Do not let senior management take the old, easier way, because they will become your weak points. Make MFA mandatory for all employees, and ensure it's used across all accounts. For remote workers, make sure they are also utilizing secure access methods like VPNs with MFA for extra protection.

3: Train and Support Your Employees

Do not think, “It’s not that hard. Everybody will figure it out.” Some employees may not be familiar with MFA. Make sure you offer clear instructions and training on how to set it up and use it. Provide easy-to-access support resources for any issues or questions they may encounter, especially for those who might not be as tech-savvy.

Don’t wait for mistakes to happen. A smooth implementation requires clear communication and proper onboarding, so everyone understands the importance of MFA and how it protects the business.

Monitor and Update Your MFA Settings Regularly

You can’t sell eggs if you don’t keep an ever-watchful eye on the henhouse. Cybersecurity is also a continuous process, not a one-time task. Regularly reviewing your MFA settings is crucial to ensuring your protection remains strong. You should:

Update your MFA Methods

Flow with the advancing technology. If you’re doing the standard SMS code to user’s smartphones, consider taking a step further to even stronger verification methods, like biometric scanning, or moving to more secure authentication technologies as they become available.

Immediate Response

Waste no time when an employee loses security device like a phone, token, or security card. Update or reset their MFA settings immediately. Also, remind employees to update their MFA settings if they change their phone number or lose access to an authentication device.

Perform Ongoing MFA Testing

MFA implementation is not a ‘one and done.’ Test your system regularly to ensure it continues to function properly. Periodic testing allows you to spot any vulnerabilities, resolve potential issues, and ensure all employees are following best practices. This could include simulated phishing exercises to see if employees are successfully using MFA to prevent unauthorized access.

Monitor the user experience for important feedback and insights. If MFA is cumbersome or inconvenient for employees, they may look for ways to bypass it. Balancing security with usability is key, and regular testing can help maintain this balance.

MFA Implementation Challenges

Along with its significant security benefits, implementing MFA can come with its own set of challenges. Here are some of the most common hurdles small businesses face when implementing MFA, along with tips on how to overcome them:

Integration with Existing Systems

Be aware that not all applications and systems ‘play well’ together, which can make integration tricky. It's important to choose an MFA solution that integrates well with your existing software stack. Many MFA providers offer pre-built integrations for popular business tools, and/or provide support for custom configurations if needed.

Keep the Cost in Mind

Especially for small businesses with tight budgets, the cost of implementing MFA can be a concern. Start with free or low-cost solutions like Google Authenticator or Duo Security's basic plan. As your business grows, you can explore more robust, scalable solutions.

Manage Devices

Verify that employees have access to the necessary devices like phones or security tokens or MFA implementation can turn into a logistical challenge. One way to avoid a logjam is to use a cloud-based authentication app like Authy, that sync across multiple devices. This makes it easier for employees to stay connected without relying on a single device.

Lost or Stolen Devices

This is always a basic security issue. When employees lose their MFA devices or they're stolen, it can cause access issues and security risks. To address this, establish a device management policy for quickly deactivating or resetting MFA. Consider solutions that allow users to recover or reset access remotely. Providing backup codes or alternative authentication methods can help ensure seamless access recovery without compromising security during such incidents.

It’s Time to Establish MFA Protections

MFA is one of the most effective steps you can take to protect your business from cyber threats. By adding that extra layer of security, you significantly reduce the risk of unauthorized access, data breaches, and financial losses.

Once you're ready to take your business's security to the next level, or if you need help implementing MFA, feel free to contact us. We're here to help you secure your business and protect what matters most.