Why Two-Factor Authentication Is Worth the Extra Step
- Canary Cyber Solutions
- 37 minutes ago
- 3 min read
I see the memes too. Jokes about waiting for a code, losing your phone, or requesting yet another reset link. On the surface, two factor authentication can feel like an inconvenience added to an already busy day. As a cybersecurity consultant working with small and medium-sized businesses, I see and understand that frustration.
What I also see, far heavier than those memes, are businesses dealing with the fallout of account compromise. Compared to recovering from a cybersecurity incident, the extra few seconds spent on two factor authentication is one of the best time investments you can make.
What Is Two Factor Authentication?
Two factor authentication, often shortened to 2FA or MFA (Multi-Factor Authentication), adds a second step to the login process. Instead of relying only on a password, it requires a second way to prove you are really you.
These factors generally fall into three categories:
Something you know, like a password or PIN
Something you have, like a phone, app, or hardware token
Something you are, like a fingerprint or facial recognition
Most people are familiar with receiving a code by text message or approving a login through an authentication app. That second step is what makes two-factor authentication so effective.
Why Passwords Alone Are Not Enough
Strong passwords are important, but they are no longer enough on their own. Passwords get stolen through phishing, reused across sites, or exposed in data breaches outside of your control.
I regularly remind clients that a compromised password does not always mean someone did something wrong. Sometimes it just means a service you used years ago was breached. Two-factor authentication acts as a safety net when that happens.
Even if an attacker has your password, they are far less likely to get past the second step.
Why 2FA Is Worth the Effort
Yes, two factor authentication adds a few seconds to logging in. But let’s compare that to the alternative.
A compromised account can lead to:
Unauthorized access to email and cloud systems
Fraudulent financial transactions
Stolen personal or customer data
Hours or days spent on investigation and recovery
Lost trust from customers or partners and reputational harm
From my perspective, those outcomes are far more disruptive than tapping a button or entering a short code. Two factor authentication is one of the highest value security controls available, because it significantly reduces risk with minimal effort.
Where Two Factor Authentication Matters Most
I typically recommend prioritizing 2FA for:
Admin accounts
Email accounts
Remote access and VPNs
Cloud services like Microsoft 365 or Google Workspace
Accounting and payroll systems
Any system that stores sensitive or customer data
These accounts are common targets because they often provide access to multiple systems at once.
Documenting and Enforcing 2FA Expectations
As with other security controls, two-factor authentication works best when expectations are documented. A written policy helps ensure consistency across your organization and reduces confusion.
Policy language might include:
Which systems require 2FA
Approved methods for authentication apps or tokens
How new users are enrolled
What to do if a device is lost or replaced
Documenting these details supports training, onboarding, and long-term maintenance. It also makes it easier to respond quickly when something goes wrong.
Final Thoughts
Two-factor authentication is not about making life harder. It is about making account compromise much harder. A few extra seconds during login is a small price to pay compared to the time, stress, and disruption caused by a cybersecurity incident.
If you already use strong passwords, enabling two factor authentication is the next natural step. And if you need help documenting or implementing it across your business, we’re here to help.
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