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.
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.
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.
Setting up MFA requires an initial investment in software, licensing, and integration with existing infrastructure. Some common expenses include:
MFA can be implemented using a variety of authentication factors, which may involve hardware- or software-based solutions:
Once MFA is deployed, ongoing maintenance ensures continued protection against cyber threats:
By integrating MFA seamlessly with existing systems, businesses can enhance security without excessive overhead costs.
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.
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.
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:
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:
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.
|
MFA Method |
Pros |
Cons |
|
SMS-based MFA |
Easy to use |
Vulnerable to SIM swapping |
|
Authenticator Apps |
More secure than SMS |
Requires smartphone access |
|
Hardware Tokens (ex: electronic key fobs) |
Highly secure |
Additional cost for devices |
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:
Recommended reading: Creative MFA Setup Messages to Boost Employee Adoption
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.