Multi-factor authentication, or MFA, is key to ensuring a strong defense against bad actors.

We’ve all been there: you’re logged out, and you need to quickly log back into your account to make a revision, send that pitch deck, or process a payment. And, before you can log in, you see the words “ENTER 5-DIGIT CODE” appear, standing between you and your goals. We know it’s frustrating, especially when you have to do it every day (or multiple times per day). But using 2FA and MFA make a huge difference in ensuring your company’s accounts are secure.

What’s the Difference Between 2FA and MFA?

You’ve probably heard of both two-factor authentication (2FA) and multi-factor authentication (MFA) and wondered if they’re the same thing. They’re related, but not identical:

  • 2FA uses exactly two verification methods (usually a password and a code).
  • MFA uses two or more factors, allowing for even stronger protection.

In practice, most small businesses start with 2FA because it’s easy to set up through tools like Google, Microsoft, or your password manager. Over time, you can add additional layers, like biometrics or app-based approvals, to reach full MFA protection.

Why Every Business (Big or Small) Should Use Multi-Factor Authentication

Here’s the reality: cyberattacks don’t just target large corporations. In fact, 43% of cyberattacks are aimed at small and medium-sized businesses, according to Verizon’s 2024 Data Breach Investigations Report.

Small businesses are attractive targets because they often have fewer defenses. But with MFA, you immediately make your accounts significantly harder to breach! The best part about MFA is that it helps lock out bad actors, even if your passwords get leaked.

In other words, size doesn’t matter when it comes to cybersecurity, but preparation does.

Common Examples of MFA in Action

You’ve probably used MFA without realizing it:

  • Online banking that texts you a code before logging in.
  • Cloud storage services that require app approval on your phone.
  • Password managers that use biometric authentication.

These are all forms of multi-factor authentication. They take just a few extra seconds each time you log in, but can stop most unauthorized login attempts.

For small businesses, enabling MFA on accounts like Microsoft 365, Google Workspace, QuickBooks, or Dropbox can drastically reduce risk. This is especially true for remote teams who access files and email from multiple devices.

Getting Started with MFA

Enabling MFA is usually as simple as toggling a setting:

  1. Go to your account’s security or login settings.
  2. Look for “two-step verification” or “multi-factor authentication.”
  3. Choose your preferred method — text message, app, or security key.

Authentication apps like Google Authenticator or Microsoft Authenticator are great options. They generate rotating codes that work even without internet access, offering an extra layer of security without hassle.

Bonus Tip: Protect Your Passwords, Too

MFA works best when paired with strong password habits. Use a password manager to create and store unique passwords for every account. And never reuse passwords… if one gets compromised, the damage can spread fast.

You don’t need to be a large enterprise to take cybersecurity seriously. With MFA, you add one of the most effective barriers against cyber threats — and it costs next to nothing to implement.

So if you ask, “should my business use 2FA?”, the answer is absolutely yes. It’s quick, affordable, and proven to stop the majority of account takeovers.

In a world where one stolen password can mean a large amount of lost revenue or reputation, multi-factor authentication is the first step in ensuring your business is secure.