Implementing multi-factor authentication (MFA) is a key step for UK small businesses and SMEs to strengthen their security beyond just passwords. MFA requires users to provide two or more verification factors to access systems—typically something they know (a password) plus something they have (a phone app or hardware token). Managed IT services can guide you through setting up MFA correctly, ensuring it fits your business needs and protects your data effectively.
Why MFA matters for UK SMEs
Cyberattacks targeting UK businesses often exploit weak or stolen passwords. Without MFA, a single compromised password can allow attackers to access sensitive customer information, financial data, or internal systems. This can lead to costly downtime, data loss, reputational damage, and breaches of UK GDPR and the Data Protection Act 2018. Moreover, many compliance frameworks relevant to UK SMEs, such as Cyber Essentials Plus or ISO 27001, recommend or require MFA as part of access control measures.
Beyond security, MFA can improve staff productivity by reducing the risk of account lockouts or breaches that disrupt daily operations. It also reassures customers and partners that you take data protection seriously, helping maintain trust and business continuity.
A typical scenario: How a managed IT partner helps
Consider a UK SME with around 50 employees who recently suffered a phishing attack that compromised several email accounts. Their existing password-only login system allowed attackers to access confidential files and disrupt email communications for days. Engaging a managed IT provider, they conducted an access audit and identified critical systems needing MFA protection, including email, cloud storage, and remote VPN access.
The IT partner then recommended suitable MFA solutions compatible with the SME's existing software, such as Microsoft Authenticator for Office 365 and hardware tokens for VPN access. They handled the rollout, including staff training and troubleshooting, ensuring minimal disruption. After implementation, the SME saw a significant reduction in account compromises and improved compliance readiness for upcoming audits.
Checklist: What to do when setting up MFA with managed IT
- Ask your IT provider: Which systems and applications support MFA? Can MFA be enforced for all users, especially administrators?
- Check compatibility: Does the MFA solution integrate with your current email, cloud services, and remote access tools?
- Review user experience: How will MFA affect staff workflow? Is there support for multiple authentication methods (apps, SMS, hardware tokens)?
- Assess compliance benefits: Does the MFA setup help meet Cyber Essentials, ISO 27001, or PCI DSS requirements relevant to your business?
- Verify logging and monitoring: Can failed login attempts and MFA usage be tracked for audit purposes?
- Test backup access methods: What happens if a user loses their MFA device? Is there a secure recovery process?
- Internal checks: Review current access lists and password policies. Identify accounts with privileged access and prioritise MFA there.
Next steps
Setting up MFA is a practical and effective way to reduce cyber risk and support compliance for UK SMEs. A trusted managed IT provider can assess your current environment, recommend appropriate MFA technologies, and manage the rollout smoothly. Speak with your IT advisor to explore how MFA fits into your broader security strategy and to ensure your business stays protected against evolving cyber threats.