Using multi-factor authentication (MFA) for all staff logins means adding an extra step beyond just a password to access your business systems. Instead of relying solely on something employees know (their password), MFA requires something they have (like a phone app or a hardware token) or something they are (such as a fingerprint). This extra layer makes it much harder for cybercriminals to break in, even if a password is stolen or guessed.
Why MFA is important for UK SMEs
Cyberattacks targeting small and medium-sized businesses in the UK are increasing, with phishing and credential theft being common entry points. Without MFA, a compromised password can lead to unauthorised access to sensitive data, customer information, or financial systems. This can cause downtime, data loss, regulatory fines under UK GDPR or the Data Protection Act 2018, and damage to your reputation. Implementing MFA reduces these risks significantly, helping protect your business continuity and customer trust.
A typical scenario: How MFA can prevent costly breaches
Consider a UK SME with around 50 employees using cloud-based email and file storage. One employee falls victim to a phishing email and unknowingly shares their password. Without MFA, the attacker accesses the email system, steals customer data, and sends fraudulent invoices. The business faces disruption, customer complaints, and must report the breach to the ICO, risking fines and reputational harm.
With MFA enabled, the attacker would also need the employee's second factor—such as a code from a phone app—to log in. This extra barrier often stops breaches before they start. A managed IT provider would help set up MFA across all critical systems, train staff on recognising phishing attempts, and monitor access logs for unusual activity.
Practical checklist: What to do next
- Ask your IT provider: Do they support MFA for all key systems (email, VPN, cloud apps)? Can they enforce it for all users?
- Review your systems: Identify which applications and services support MFA and prioritise those with sensitive or personal data.
- Check policies: Ensure your password policy is strong and combined with mandatory MFA for all staff, including remote workers.
- Test MFA: Carry out internal checks to confirm MFA is active and working correctly for all user accounts.
- Train staff: Provide simple guidance on why MFA matters and how to use it properly to reduce resistance and errors.
- Monitor and audit: Regularly review login attempts and access logs to spot any suspicious activity early.
- Include MFA in supplier requirements: When assessing third-party providers or cloud services, check their MFA capabilities and compliance with standards like Cyber Essentials or ISO 27001.
Implementing MFA is a practical, effective step to strengthen your cybersecurity posture without disrupting daily operations. It helps meet UK regulatory expectations and protects your business from common cyber threats.
If you're unsure how to start or want to ensure your approach is robust and appropriate for your business size and sector, speak with a trusted managed IT provider or cybersecurity advisor. They can assess your current setup, recommend suitable MFA solutions, and support staff training to make the transition smooth and effective.