Why IT Companies Push MFA (and How to Make It Easy)
5 min read
Why IT Companies Push MFA and How To Make It Easy
You want your team to log in fast and get to work. Your IT partner keeps asking you to turn on multi-factor authentication (MFA). It can feel like one more hoop to jump through.
Download this app, scan this code, enter a number that changes every 30 seconds. Here’s why it matters, why passwords are not enough, and how to set up MFA without slowing anyone down.
Novatech has helped companies with 20 to 1,000 employees keep their networks secure and their staff productive for decades — and we want to help you too.
The Goal
Stop account takeovers, keep data safe, and keep your team productive with the simplest MFA setup that fits your business.
Why Passwords Alone Fail
Attackers don’t guess passwords one letter at a time. They use the paths that are easiest and cheapest.
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Password reuse – People reuse passwords across sites. If one site is breached, attackers try the same email and password on your business systems. This is called credential stuffing.
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Phishing – Fake login pages trick people into typing a real username and password. The attacker logs in before anyone notices.
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Weak or predictable passwords – Short, simple, and common passwords are easy to crack with automated tools.
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Passwords get shared – People text or email passwords to help a coworker. Now there’s a copy in the wild.
If a criminal has your password, they have your account. MFA blocks that by asking for a second proof that only the real user has.
What MFA Actually Does
MFA adds one more step so a stolen password isn’t enough. The second factor can be:
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An app code that changes every 30 seconds
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A push notification to your phone that you approve
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A physical security key like a small USB or NFC device
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A text message code
App codes and security keys are stronger than text messages. Text messages can be hijacked by SIM swap attacks. If you can, prefer an authenticator app or a security key.
Why the Code Keeps Changing
Time-based one-time passwords are designed to expire quickly. Your phone and the server share a hidden key. They both use the current time to create a six-digit code that works for about 30 seconds. Short life means a thief can’t reuse a code. The changing number isn’t there to annoy you — it’s what makes the code useless to attackers.
Why Setup Feels Complicated and How to Simplify It
The standard setup asks you to install an app, scan a QR code, and save backup codes. Each step solves a real problem.
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Install an app – This gives you codes even when you have no cell service. It works on planes and in buildings with poor reception.
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Scan a QR code – The QR code shares the hidden key with your app. You do it once, and the app generates codes forever.
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Backup codes or a second factor – If you lose your phone, you still need a way back in. Backup codes and a second factor prevent lockouts.
You can make this easy with a few choices:
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Use push first – Where supported, choose push notifications over manual code entry. Tap Approve and you’re in. Add number matching to stop push bombing.
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Offer security keys for frequent travelers and executives – Keys log in fast, even when phones are off or in airplane mode.
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Use a single authenticator app across systems – Standardize on one app to reduce confusion.
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Roll out in waves – Start with finance, HR, and admins. Then expand to everyone. Train once, repeat the same steps.
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Provide a short, visual guide – One page with screenshots for Apple and Android. Keep it in your knowledge base.
What MFA Sounds Like When It Is Easy
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Open your email login
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You get a push on your phone
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Tap Approve
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You’re in
That’s it for daily use. Codes are the fallback when push isn’t available.
How MFA Protects Revenue and Reduces Risk
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Blocks stolen-password logins
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Stops business email compromise that leads to wire fraud
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Reduces ransomware risk by protecting admin and VPN access
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Lowers cyber insurance premiums by meeting common requirements
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Builds trust with customers and auditors
Make MFA Low Friction for Your Team
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Enforce MFA everywhere, not just email
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Require it for VPN, remote desktop, admin portals, finance apps, and cloud storage
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Allow remembered devices for 7–14 days on trusted computers
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Turn on conditional access so office logins can skip the prompt when appropriate
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Set a clear process for lost phones and new devices
Common Questions We Hear
Will MFA slow my team down?
With push, it adds a tap. Most users don’t enter a code every time if you allow trusted devices.
What if an employee loses a phone?
Your help desk disables the old factor and uses a backup factor to restore access. Your guide should list the steps.
Do we need MFA for everyone?
Yes. Attackers target any mailbox to pivot inside your company. Start with high-risk roles, then cover all users.
Is SMS better than nothing?
Yes, but use an authenticator app or a security key when possible.
What about shared accounts?
Reduce them where possible. If you must have one, protect it with a security key stored in a secure location, or move to named logins with delegated access.
How do we handle new hires and offboarding?
Add MFA setup to onboarding checklists. Remove MFA methods and disable accounts during offboarding the same day.
A 30-Day MFA Rollout Plan
Week 1
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Choose your MFA methods and write a one-page guide
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Turn on MFA for admins and finance
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Test push, app codes, and at least one security key
Week 2
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Enable MFA for leadership and HR
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Set remembered device settings and conditional access
Week 3
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Train managers to help their teams
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Enable MFA for all staff
Week 4
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Turn on MFA for VPN, remote access, and any line-of-business apps
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Run a lost-phone drill with the help desk
Troubleshooting Quick Tips
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Codes not working: Check that the phone time is set to automatic. Time drift breaks codes.
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Not receiving a push: Open the authenticator app to refresh, or use a code as backup.
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New phone: Move accounts in the authenticator app before wiping the old phone, or use backup codes. Your help desk can rebind factors when needed.
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Traveling without data: Use app codes or a security key. Both work offline.
How Novatech Makes MFA Simple
Plan – We pick the right factors for your tools and your risk level.
Deploy – We roll out push first, set remembered device rules, and document backup steps.
Support – We train your team with a one-page guide, handle lost phone cases, and review login data for abuse.
Improve – We add number matching, block legacy protocols that bypass MFA, and bring MFA to VPN and admin tools.
The Next Step
If your company has not enabled MFA everywhere, send us a list of your core systems. We’ll map the best MFA methods for each, provide a one-page setup guide, and roll out a push-first experience that adds a tap — not a headache.
Book an MFA rollout with Novatech or call your local office>
