Your Guide to Implementing Multi-Factor Authentication: Cost and Strategies for Remote Workforce Security

When you plan to implement multi-factor authentication (MFA), it’s about more than just giving your employees an extra step in their workday. It’s about adding barriers that bad actors can’t, or won’t, cross. This is especially important for hybrid or remote teams. 

In this post, we’ve compiled everything you need to know to start implementing MFA in your remote or hybrid workforce — without adding a ton of extra work to your teams’ plates. 

What is multi-factor authentication (MFA), and why is it important to remote workforces?

MFA is a security measure that requires users to provide two or more verification factors to gain access to a system. It adds an extra layer of security beyond just a password, reducing the risk of unauthorized access.

For example, the multi-factor authentication process might require the use of a secondary application on your phone, like Google Authenticator, or it might require entering a one-time passcode only accessible by text message. By using these additional layers of authentication, if a bad actor does gain access to compromised credentials like your username and password, there are barriers in place to stop them from gaining entry. Additionally, if a bad actor attempts to use your credentials to log in, you are more likely to receive an alert through these MFA methods so that you can let your system admins and security team know that your passwords need to be reset immediately — and that additional monitoring may be needed. For example, if you get a text message with the one-time code but you have not attempted to log in for the day, you can alert your team that someone appears to be trying to gain unauthorized access to the system. 

Additionally, although a VPN is not a form of MFA, it can — and should — be used jointly with MFA to enhance security as part of the multi-factor authentication process. Requiring the use of a VPN for secure access in order to access login portals and SaaS applications help create a stronger barrier that threat actors will struggle to penetrate, thereby protecting sensitive data. 

All of this is especially critical for remote and hybrid workforces in particular, because MFA protects sensitive company data from cyber threats as employees access corporate networks from various locations and devices. Cybercriminals frequently target remote workers through phishing attacks, credential stuffing, and malware, making traditional username-password authentication insufficient. By implementing MFA, businesses can prevent unauthorized logins and significantly reduce the risk of data breaches.

Understanding the cost of implementing MFA

As with any new process or technology, deciding to implement multi-factor authentication often boils down to the cost. What is the bottom line, and how does the cost of multi-factor authentication compare to the cost of a breach or other preventable issue? 

Implementing MFA requires an investment, but the long-term benefits have an ROI that goes beyond the initial investment. Below, we break down the key financial considerations, including both initial and ongoing expenses.

Initial setup costs

Setting up MFA requires an initial investment in software, licensing, and integration with existing infrastructure. Some common expenses include:

• Licensing fees for MFA solutions: Depending on the provider, multi-factor authentication solutions may charge per-user or per-device fees. 
• Deployment expenses for IT teams: IT personnel may need to configure the MFA system, test authentication methods, and troubleshoot issues — which amounts to potentially needing additional IT team members or the ability to lighten their regular workload. 
• Integration with existing security infrastructure: Ensuring compatibility with current firewalls, VPNs, and Single Sign-On (SSO) systems may require additional customization.

Hardware and software investments

MFA can be implemented using a variety of authentication factors, which may involve hardware- or software-based solutions:

• Physical security keys (e.g., YubiKey, RSA tokens): These provide high security but come with additional costs for procurement and distribution.
• Software-based authentication (e.g., Google Authenticator, Microsoft Authenticator): These options leverage smartphone applications to generate authentication codes and provide a cost-effective alternative to hardware tokens.
• Infrastructure upgrades: Some organizations may need to upgrade their authentication servers or implement new security policies to accommodate MFA.

Ongoing maintenance and support costs

Once MFA is deployed, ongoing maintenance ensures continued protection against cyber threats:

• Regular updates and patches: Security vulnerabilities must be patched promptly to prevent exploits.
• Technical support and troubleshooting: IT teams must assist employees facing authentication issues.
• User management and compliance checks: Ensuring MFA is consistently applied across all access points and meets industry regulations.

By integrating MFA seamlessly with existing systems, businesses can enhance security without excessive overhead costs. 

Training and user support

• Employee education on MFA best practices: Ensuring staff understand the importance of MFA and how to use it properly.
• Helpdesk resources for authentication issues: Providing readily available support for password resets and lost authentication devices.
• Continuous updates on emerging security threats: Keeping employees informed about new threats and phishing attempts targeting MFA credentials.
• Ongoing efforts to boost employee adoption: Reframing MFA for your employees — new and existing — to make adoption less of a hassle and increase workforce buy-in (our guide can help!).

Cost-benefit analysis

Investing in MFA reduces the risk of financial loss due to security breaches. The cost of multi-factor authentication can be balanced by considering the cost of a breach. Without MFA, a single compromised password can grant an attacker full access to a corporate network, leading to potential data theft, regulatory fines, and reputational damage.

Savings from preventing data breaches

• Reduction in financial losses from phishing attacks: Employees are less likely to fall victim to credential theft.
• Avoidance of compliance fines and legal fees: Many industries require MFA for compliance with regulations like GDPR, HIPAA, and PCI-DSS.
• Preservation of company reputation and customer trust: Customers value businesses that take security seriously.

Effective implementation strategies for MFA

Now that we know the benefits and costs of MFA, where do you get started? There are a few steps you should take to successfully implement MFA — and it involves more than some cheeky messages to get your employees on board. 

Assessing organizational needs

Before implementing MFA, organizations must assess their specific security needs. That means understanding your entire attack surface — not just which employees have credentials to what software. You’ll need to fully understand and map every system, including those that don’t necessarily store sensitive customer or employee information. 

This can be broken into three smaller steps: 

• Identify critical systems that require MFA.
• Determine which authentication methods best suit their workforce.
• Evaluate existing security protocols to find potential vulnerabilities.

Evaluating current security protocols

After mapping out your attack surface, take a look at the security measures you already have in place. MFA is by no means a replacement for other measures, but it should complement them. IT managers should:

• Ensure firewalls and VPNs are properly configured. Especially when it comes to using a VPN as a method of MFA, you will need to make sure that employees have access to the VPN only on authorized devices — and that the VPN has been configured with the proper internet filtering settings and SaaS app protection settings. 
• Assess password policies, and enforce strong password requirements. For example, passwords should not be able to be reused within a specified timeframe, and all employees should follow password best practices. 
• Identify weak points where additional authentication layers are needed. Are there any external-facing apps or sites — for example, Salesforce or Hubspot — where threat actors might be more inclined to target your team? Are there multiple layers of authentication in use on those apps already? If not, MFA should be included for all. 

Choosing the right MFA methods

Not all MFA methods or multi-factor authentication solutions are the same. In fact, MFA methods can vary greatly in effectiveness and user experience, which can impact how you consider when and how to implement MFA. Companies should choose an option that balances security and convenience for best results.

Comparison of Popular MFA Solutions

User training and adoption

Implementing a new multi-factor authentication tool or process is one thing in practice, but getting people to actually use it is another beast entirely. Successful MFA deployment depends on employee adoption — which depends on how well the value is communicated. Yes, it will add extra steps to their login process, but employees should understand their role in protecting sensitive company data. 

IT teams should:

• Educate employees on the importance of MFA and give employees a sense of ownership in preventing cyber attacks. 
• Provide hands-on training sessions and detailed documentation. This doesn’t mean sending them more phishing emails. Rather, this should make it easier for employees to deploy MFA. 
• Address common concerns, such as login delays or usability issues.
• Make sure that employees understand multi-factor authentication best practices.

Recommended reading: Creative MFA Setup Messages to Boost Employee Adoption

Best practices for training employees on MFA usage

Let’s go a little deeper on how to train employees to use MFA. There are a few simple steps you can take that won’t add a heap of work to your team’s plate. 

• Use real-world scenarios to illustrate risks. Employees should understand how MFA protects against phishing attacks.
• Offer step-by-step guides and video tutorials. Different employees may learn in different ways.
• Encourage adoption with incentives. Reward employees for enabling MFA.

Ensuring seamless integration with current systems and existing security protocols

We mentioned earlier that before implementation, you should take a look at the current and existing security protocols you already have in place. However, during implementation, seamless MFA integration ensures a smooth user experience without disrupting workflows. 

You’ll need to make sure any necessary APIs are in place during implementation and will need to test all of the security systems together before releasing once MFA is in place. Work with both IT and security teams to make sure that any impacted workflows are addressed during this stage. 

Best practices for MFA deployment

Now you have your strategy, and it’s time to implement multi-factor authentication in your remote workforce. We have a few best practices to help you along the way. 

Regular updates and maintenance

No matter which MFA method you choose, there will always be vulnerabilities to watch for. Make sure to monitor for vulnerabilities in any MFA third-party apps, and update and patch vulnerabilities promptly. Keeping all software and apps up-to-date is key in preventing bad actors from exploiting loopholes. 

Adaptive MFA for enhanced user experience

As we mentioned earlier, every company, role, and even user is not the same. Using risk-based authentication can balance security with convenience. Additionally, customize authentication settings for different user roles and users. Further, you’ll want to make sure that all users can access and use your MFA methods, which means that you should make sure any employees who are vision- or hearing-impaired can access an alternative MFA method. 

Monitoring and analyzing authentication logs

As we mentioned earlier, MFA can indeed help you catch intrusions more quickly, but the onus is on the security team to put security policies, log monitoring, and data insights into place to detect suspicious login attempts. When updating MFA settings, it is a great time to check logs for suspicious activity, logins from unauthorized devices, and logins from geographic locations where employees don’t typically work or reside. 

Challenges in MFA implementation and strategies to overcome them

Nothing worth doing has ever been done with complete ease… and if someone tells you otherwise, there’s a good chance they’re lying. Here are a few challenges you may face and how you can address them. 

Resistance from employees

Employees don’t always love changes to their workflow. And they don’t always love when what seems like a demand comes from some faceless, nameless team from a random Slack channel. 

It’s important to address concerns with clear communication and to give employees a channel or avenue to discuss their concerns. Having a team member put a face to the initiative can be helpful as well — this isn’t a command from on-high, it is something everyone can do to take part in protecting each other and the customers. 

You should also work with HR to determine whether specific team members will need accommodations with a different authenticator app. For example, if an employee has a visual impairment, it may be helpful and appropriate to offer them access to an authenticator app that reads aloud for them. 

Employees are humans, and as with any change, it’s important to acknowledge their humanity. 

Technical issues

Show me an IT person who has never had a technical issue with a rollout or change, and I will show you a fibber. Technical glitches are inevitable, even on the best teams. For that reason, you must ensure IT support is readily available and understands multi-factor authentication best practices completely.

Effective communication and support

Lastly, throughout the entire process, provide ongoing support and clear guidance. Regularly gather employee feedback to improve adoption. This doesn’t have to be a stressful major change, but without communication and support, it will be. 

Ready to strengthen your security?

MFA is a crucial layer of security for remote workforces, protecting against unauthorized access and reducing cybersecurity risks while protecting sensitive data. Despite the costs, the savings from preventing data breaches far outweigh the investment. 

IT managers who are ready to implement multi-factor authentication should consider a VPN solution to create an added layer of security for both on-prem and SaaS applications. To learn how OpenVPN can help, sign up for our group demo or try Access Server or CloudConnexa for free. 

FAQs

Q: Will MFA disrupt employee productivity?
A: No, choosing the right authentication method minimizes disruptions while maximizing security.

Q: How does MFA protect against cyber threats?
A: By requiring multiple forms of authentication, MFA makes it significantly harder for attackers to gain unauthorized access.

By implementing MFA in addition to a VPN, IT managers can ensure their remote workforce remains secure without compromising efficiency.