Multi-factor authentication, MFA, is not new — but it does often get on your employees’ nerves. How many times have you heard someone complain about having to open Google Authenticator on their phone? Don’t even get us started on Microsoft authenticator complaints. But what if you could reframe MFA for your employees to make it less of a hassle? We have a few MFA setup messages examples to help you do just that.
Importance of MFA in today's digital landscape
MFA is a critical, and often overlooked, step in preventing cyber crime. With over 422 million records breached from 2020 through the third quarter of 2024 alone paired with credential stuffing, there’s a good chance that your, or your team members’, login credentials have been compromised.
However, with MFA, the user must use another form of verification, like a third-party app, push token, or text message to verify their identity beyond just their username and password. MFA presents an extra layer of security before a bad actor can enter the gates of your network and resources. Not only will they likely not have access to the authenticator app or secondary authentication method, like a text message or email, but the owner of the credentials will be promptly notified that someone is attempting to gain access, giving them a chance to change their credentials quickly.
Addressing common MFA concerns and misconceptions
There are some concerns and misconceptions about MFA that need to be dispelled.
- MFA and 2FA (two-factor authentication) are not the same thing. With MFA, a user is allowed to use more than one type of authentication method. 2FA only allows you to add one additional type of authentication factor beyond the username and password. In other words, 2FA is a form of MFA, but MFA is not only 2FA.
- MFA doesn’t hinder productivity. Once the user is logged on, they will remain logged in just like any other login method.
- MFA is not expensive and hard to set up. New technologies tend to give people pause, however this technology has been in place for decades and new platforms offer simpler setups than those of the past.
- Employees WILL accept MFA…even if they don’t like it at first. Which is why we have a few ideas on how you can help them embrace the process...
Funny and Creative MFA Setup Messages
There aren’t many people who think “fun” when they think of cybersecurity…unless maybe you work in cybersecurity. But it doesn’t have to be boring or tedious, or even scary. Making your initiatives a little more fun can help employees get on board.
Getting your team to embrace MFA might take a little creativity and wit. Before you communicate with them about implementing new MFA protocols, think about stealing one of the following MFA setup message examples:
- "Attention, employees! We're turning on MFA to keep our company data as secure as Fort Knox. No excuses, folks!"
- “Are you there Google? It’s me, Margaret…. Really, I have the MFA to prove it.” Let’s talk about setting up MFA!
- “Two passwords walk into a bar… and are stopped because they don’t have their ID with them as a third piece of verification.”
- "Your password is doing the heavy lifting. MFA is the spotter making sure it doesn’t fail. Time to work out your security muscles!"
- "MFA walks into a bar with a password. The bartender says, 'ID, please.' The joke’s on hackers when you set it up."
- "Why settle for one factor when you can be the Beyoncé of Login Security? All the single logins now have MFA to back them up!"
- "Think of MFA as the bouncer at Club Secure. Password gets you to the door, but MFA makes sure you're cool enough to come in. Set it up today!"
- "Be the hero your data deserves. Add MFA to your login, and together we’ll fight the evil forces of hackers and bad puns!"
- "MFA: Because we love you and want to keep your online adventures safe and sound."
- "MFA: The secret sauce that keeps our company's digital pie safe from cyber thieves."
Addressing Employee Concerns
"MFA is an invasion of privacy."
Employees often fear that MFA collects or monitors personal data. However, MFA tools do NOT collect or store personal information. Data privacy and security and employee privacy are actually the main reasons that you SHOULD use MFA.
"MFA is too complicated to use."
There’s a misconception that setting up and using MFA is technically challenging or time-consuming. However, in most cases once you set it up once, you do not need to reset or change MFA methods again.
"MFA takes too long during login."
Some believe that MFA significantly slows down the login process, leading to reduced productivity. However, with solutions like a business VPN as one of the MFA methods, you can often quickly and easily connect.
"MFA requires using a personal phone."
Many assume MFA mandates using personal devices for authentication, which can feel intrusive. It’s true that some use an MFA security code call or text. However, a personal phone is not necessarily needed. For example, a business or desk phone can be used for authentication, a token or MFA device can be used, or a VPN connection can serve as one factor in authentication.
"MFA can lock you out permanently if you lose your device."
There’s a fear that losing an MFA device or token means irreversible loss of account access. That is not the case, especially when your IT administrator is involved in setup.
"MFA apps will drain my phone’s battery."
Some users worry that keeping an MFA app active on their phone will lead to battery drain or performance issues. In most cases, that simply isn’t the case as the app can be closed completely once login is complete.
Benefits of MFA
Increased Security and Protection Against Cyber Attacks
MFA adds an extra layer of security by requiring users to verify their identity through multiple methods. Which means that even if one factor, such as a password, is compromised, unauthorized access by a threat actor is prevented without the additional verification step. This significantly reduces the risk of phishing attacks, credential theft, and unauthorized access to systems.
Preventing Data Breaches and Protecting Sensitive Information
MFA puts an extra barrier between bad actors and sensitive information such as customer data, financial records, and intellectual property. As mentioned earlier, that’s because MFA ensures that even if hackers gain access to login credentials, they cannot bypass the secondary authentication layer.
Compliance with Industry Regulations and Best Practices
Many industry standards and regulations, such as GDPR, HIPAA, and PCI DSS, require or strongly recommend the use of MFA to secure access to sensitive data. Adopting MFA not only helps organizations meet compliance requirements but also demonstrates a commitment to cybersecurity best practices, which can build trust with customers and stakeholders.
Get Started with OpenVPN
We hope you enjoyed our MFA setup message examples and will use them or share them with an IT buddy. (Don’t worry, we won’t tell anyone they came from us. Our puns are welcome for everyone to use!)
Now the serious part: which MFA methods should you actually think about? Using a VPN as a form of authentication adds a layer of protection and security for your business. OpenVPN can help. Find out how to connect commercial MFA for businesses of all sizes. Multifactor authentication with OpenVPN is easy to use for IT admins and employees.
Not sure which security solutions are right for your business? Download the IT Admin's Guide to Evaluating Network Security Solutions guide to get started.
