Passwords have protected businesses for years, though as AI advances and technology improves, they’re not as reliable as they once were. A strong password still matters, yet it could be stolen through a phishing email, guessed after repeated attempts or even exposed during a data breach somewhere. This data breach could even be completely unrelated to your business. This catches many businesses and users alike that assume a password is only known by them, until it suddenly isn’t.
Multi-factor authentication (often shortened to MFA) adds another check before someone can sign in. It may be a code sent to a phone, an authentication app or a fingerprint on a trusted device. The best part? It usually only takes a few extra seconds. Those few seconds could stop someone accessing sensitive business data with nothing more than a stolen password.
Small changes can make a big difference
One reason some businesses delay enabling MFA is the fear that staff will find it frustrating. Sometimes at the start, there may be a little resistance as it’s a new process that can take a bit of time to adjust to. After a short time, it often becomes part of the daily routine, much like unlocking a phone.
A few sensible places to start include:
- Business email accounts, as they often hold sensitive information
- Microsoft 365 accounts, especially those with administrative access
- Remote access services such as VPNs or remote desktop connections
It also helps to have a backup plan. Phones get replaced and authentication apps may stop working after an upgrade. Recovery methods should be checked before they’re needed, otherwise a simple phone change could leave someone locked out on a busy morning.
Security is about layers, not one solution
MFA is one piece of the puzzle. It works best alongside strong passwords, regular software updates, secure backups and sensible staff awareness. None of those measures guarantee protection on their own, though together they could make unauthorised access much harder. Businesses also change over time. New employees join, old accounts stay active longer than they should, devices come and go.
Reviewing account security every so often may help spot things that have quietly slipped through the cracks. At iTEXS, we help businesses across Cambridgeshire improve cyber security with practical advice, managed IT support plus security solutions that fit the way each business works. If you’d like to review how your accounts are protected, we’re happy to help you look at the options without making the process more complicated than it needs to be.
