Implementing multi-factor authentication (MFA) is an important step to strengthen your business's digital security. MFA means requiring users to provide two or more proofs of identity before they can access company systems—typically something they know (a password) plus something they have (a phone app or hardware token). While it might sound straightforward, setting up MFA correctly involves technical decisions and careful configuration to avoid disruptions and ensure real protection.
Why MFA matters for UK SMEs
Cyber attacks targeting small and medium-sized enterprises (SMEs) are increasingly common, with phishing and stolen credentials being frequent entry points. Without MFA, a compromised password can give attackers full access to sensitive data, customer records, or financial systems. This can lead to costly downtime, data loss, damage to your reputation, and regulatory issues under UK GDPR and the Data Protection Act 2018.
For example, a 50-employee UK marketing firm recently suffered a ransomware attack after an employee's email account was accessed with a stolen password. Because MFA was not enabled, the attacker moved laterally through the network, encrypting files and demanding payment. After engaging an IT support partner, the firm implemented MFA across all critical systems, significantly reducing the risk of future breaches and helping meet Cyber Essentials requirements.
How an IT partner can help
Setting up MFA involves more than switching on a setting. Your IT consultant or virtual Chief Information Officer (vCIO) will assess which systems and applications support MFA, choose appropriate methods (such as authenticator apps or hardware tokens), and plan user onboarding to minimise disruption. They will also integrate MFA with your existing identity management and access control policies, ensuring compliance with security standards like ISO 27001 or PCI DSS if relevant.
Additionally, a good IT partner will provide training for staff to understand the new process and handle common issues, such as lost devices or authentication failures. They can also help you document your MFA deployment for audit readiness and supplier questionnaires.
Practical checklist for your business
- Ask your IT provider: Which systems and applications support MFA? What MFA methods do they recommend and why?
- Check your current access policies: Are there any accounts with weak or shared passwords? Are admin accounts protected with MFA?
- Review user experience plans: How will MFA be rolled out to staff? Is training or support included?
- Confirm compliance alignment: Does the MFA setup help meet Cyber Essentials or other relevant standards?
- Test recovery processes: What happens if a user loses their authentication device? Is there a secure fallback?
- Ensure logging and monitoring: Are authentication attempts logged and reviewed for suspicious activity?
While some cloud services offer built-in MFA options, integrating MFA across all your business systems can be complex. It's sensible to work with a trusted managed IT provider or IT advisor who understands the specific challenges faced by UK SMEs. They can tailor the solution to your needs, help avoid common pitfalls, and support your ongoing security and compliance efforts.