Using multi-factor authentication (MFA) means adding an extra step to the login process beyond just a password. Instead of relying solely on something a user knows (their password), MFA requires a second factor such as a code sent to a phone, a fingerprint scan, or a physical security key. This extra layer makes it much harder for cybercriminals to access your business systems, even if a password is stolen or guessed.
Why MFA matters for Australian small businesses
For small and mid-sized businesses in Australia, cyberattacks can cause serious disruption. A breach could lead to downtime, loss of sensitive customer or employee data, damage to your reputation, and potential fines if you fail to meet privacy compliance standards like the Australian Privacy Principles. MFA significantly reduces the risk of unauthorised access, helping protect your business operations and maintain customer trust.
A practical example
Consider a 50-person accounting firm in Melbourne. One employee's email password was compromised through a phishing attack. Without MFA, the attacker accessed sensitive client files, resulting in data loss and a costly investigation. After this incident, the firm worked with their IT provider to implement MFA across all email and cloud services. This change prevented further breaches and gave staff confidence that their accounts were more secure.
Checklist: What to do about MFA
- Ask your IT provider: Do you support MFA on all critical systems such as email, cloud storage, and remote access?
- Check your current setup: Are MFA options enabled for all users, especially those with access to sensitive data?
- Review policies: Does your business have a clear policy requiring MFA for remote logins and administrative accounts?
- Test MFA methods: Are the MFA options user-friendly and reliable for your staff? For example, can they use authenticator apps or SMS codes?
- Plan for exceptions: How does your IT provider handle cases where users lose access to their MFA device?
- Train your team: Are employees aware of why MFA is important and how to use it properly?
Next steps
Implementing MFA is a practical step to strengthen your business's cybersecurity and reduce risk. If you're unsure about your current protections or how to set up MFA effectively, speak with a trusted managed IT provider or IT advisor. They can assess your systems, recommend suitable MFA solutions, and help with user training to ensure your business stays secure without unnecessary complexity.