When it comes to protecting your business, most people think about locking doors, installing security cameras, or having insurance. But what about your digital doors? A strong password alone isn’t enough to keep cyber threats out. That’s where Multifactor Authentication (MFA) comes in—and it’s one of the simplest, most effective ways to improve your business’s cybersecurity.

What Is Multifactor Authentication?

Multifactor Authentication (or MFA) adds an extra layer of security to your logins by requiring more than just a password. Think of it like needing both a key and a swipe card to get into a secure building.

MFA typically combines two or more of the following:

• Something you know – like a password or PIN
• Something you have – like your smartphone or a hardware security token
• Something you are – like your fingerprint or facial recognition

So even if someone guesses or steals your password, they can’t log in without the second (or third) factor.

For example, if you log in to your Microsoft 365 account, you might enter your password and then receive a prompt on your phone via the Microsoft Authenticator app to approve the sign-in. Without your phone, a hacker can’t get in—even if they have your password.

Why Small Businesses Are Big Targets

Many small business owners think, “Why would anyone want to hack me?” But cybercriminals often go after smaller businesses because they typically have fewer resources and less protection in place than larger organisations.

A single compromised email account can expose client data, invoice information, passwords, or internal communications. That can lead to financial fraud, data loss, reputational damage, and a big headache.

That’s why MFA is so important. It makes it exponentially harder for attackers to access your accounts, even if a password is leaked or reused across multiple sites.

The Benefits of MFA

Here’s why you should strongly consider enabling MFA across your business:

Stronger security
Passwords alone are no longer enough. MFA adds another barrier, making it harder for cybercriminals to break in.

Protection against phishing
Even if a staff member clicks a dodgy link and enters their password into a fake login page, the attacker still can’t get in without that second factor.

Easy to implement
Most popular systems—like Microsoft 365, Google Workspace, Xero, and even social media platforms—support MFA.

Supports compliance and insurance
Many industries now recommend or require MFA to meet privacy standards or cyber insurance requirements.

Builds a culture of security
Encouraging your team to use MFA helps embed good habits and increases awareness around digital safety.

What Tools Can You Use?

There are plenty of user-friendly tools available that support MFA. Here are some we recommend:

• Microsoft Authenticator – Our go-to. It’s free, easy to use, and integrates seamlessly with Microsoft 365 accounts. It supports push notifications (one-tap approval), number matching, and even passwordless logins.
• Google Authenticator – A solid alternative, especially for Gmail and Google Workspace users. It uses time-based one-time codes.
• RoboForm – A password manager that also supports MFA for both your RoboForm account and individual logins.
• Authy – Great for businesses managing multiple accounts, as it supports backup and multi-device use.

We generally recommend avoiding SMS-based MFA where possible. While it’s better than nothing, SMS can be intercepted or SIM-swapped, especially by determined attackers.

Are There Any Downsides?

MFA isn’t perfect, and it’s good to go in with your eyes open. Here are some things to consider:

Slight inconvenience
Logging in can take an extra 5–10 seconds. You’ll need to have your phone or token handy.

Lost devices
If someone loses their phone or deletes their authenticator app, they may be locked out. It’s important to have recovery options in place (like backup codes or admin overrides).

User resistance
Some staff might push back initially, especially if they’re not used to the technology. A bit of training and support usually solves this.

These are small trade-offs for the level of protection MFA offers—and most people adapt quickly.

Can You Still Be Hacked with MFA?

Yes—no system is 100% foolproof. MFA greatly reduces your risk, but it doesn’t eliminate it entirely. Here are a few examples of how hackers can still get through:

• MFA fatigue attacks – Attackers flood users with MFA prompts hoping they’ll approve one out of annoyance or confusion. Microsoft has introduced number matching to combat this, which requires the user to enter a number shown on their screen to confirm the sign-in.
• Phishing for the second factor – Some sophisticated phishing attacks create fake login pages that also request your MFA code in real-time and forward it to the real login system.
• Session hijacking – In rare cases, attackers can steal an authenticated session if malware is installed on the user’s device.

The good news? These attacks are far less common and much harder to pull off. Most small business breaches come from simple password theft, and MFA protects you from that.

How to Get Started with MFA in Your Business

If you’re not already using MFA, here are some quick tips to get started:

1. Start with key systems – Email, file storage, and finance platforms should be first in line (e.g., Microsoft 365, Xero, Triconvey, Actionstep and anywhere else you can)
2. Choose your tools – Microsoft Authenticator is great for most businesses, especially if you use Microsoft 365, it can also be used for other accounts and services
3. Train your team – Show your staff how it works and explain why it’s important, or better yet, take advantage of our Security Awareness Training for Staff where we include this by default 
4. Set up recovery options – Make sure users have backup methods in case they lose access
5. Review regularly – Include MFA checks as part of your overall cybersecurity reviews

Not Sure Where to Begin?

If all this sounds a bit overwhelming, don’t worry—you’re not alone. We help small businesses just like yours get their digital security sorted without the jargon or stress. FortiTech specialises in helping Australian small businesses improve their technology and protect what matters. Get in touch today for a no-obligation chat about how we can help.