Multifactor authentication (MFA) has become one of the most effective ways small businesses can safeguard accounts and data from unauthorized access. However, despite its security benefits, MFA can sometimes be inconvenient and frustrating with poor design. Keeping the user in mind is crucial to ensure authentication works seamlessly with the original workflow.
The Importance of MFA for Small Businesses
Cybersecurity threats are a concern for large and small enterprises alike. A 2023 report revealed that 41% of small businesses fell victim to cyberattacks, with attackers potentially viewing them as easier targets.
While cybersecurity awareness is growing among various industries, its application still needs some improvements, as 67% of organizations report a moderate to critical gap in cybersecurity skills.
MFA is a simple yet effective defense against stolen credentials, brute force attacks and other cybercrimes. It requires an extra verification step beyond the usual username and password, significantly reducing the risk of unauthorized access.
However, implementing MFA can present unique challenges, especially for businesses with smaller teams and tighter budgets. If the additional authentication disrupts workflows or frustrates users, they might not want to use it — and this is where user experience becomes critical. Eighty percent of customers say their experience with a company is just as important as its product quality, which means even the most secure MFA system will fail if people avoid using it due to poor design. In fact, 94% of people form their opinions on a website solely based on its design, reinforcing that functionality and experience must work together.
6 Best Practices for User-Centric MFA Design
Designing MFA with the user in mind is just as crucial as ensuring its security. These tips and best practices can help you implement MFA more seamlessly and improve the user experience.
1. Offer Multiple Authentication Methods
Various users may prefer different authentication methods. Some may want to receive a one-time code via SMS, while others favor authentication apps. Offering multiple options improves flexibility and accessibility for people with varying preferences or access to different devices.
This flexibility helps with user adoption and minimizes the frustration of being locked into a single method that may not fit every situation. For example, phones can die and networks can fail. Providing alternative ways to verify identity ensures that accounts stay secure while maintaining accessibility.
2. Let Users Select a Primary Method
While offering multiple options is important, users should also be able to set a preferred authentication method as the default. This setting prevents the need for repeating unnecessary steps each time they log in and creates a smoother and more predictable experience.
3. Allow Users to Copy-Paste Passwords
The first quarter of 2025 saw a massive increase in password spray attacks, which led to the unauthorized access of numerous accounts under Cisco ASA VPN and Microsoft 365. Strong passwords are an effective way to protect against these attacks, but the most secure codes are usually hard to remember.
Preventing users from copying and pasting credentials creates unnecessary friction. Many people rely on password managers to generate and store strong and complex passwords that many platforms require.
Forcing people to type out long character strings frustrates users and increases the likelihood of mistakes, feeding into that initial frustration. Allowing copy-paste functionality makes it easier for users to follow password best practices and reduces friction.
4. Create Clear Input Fields
Design matters for smoother workflows and fewer input errors. Input fields should have clear labels and instructions to minimize users’ confusion and frustration.
Each input field should have a label, like “Password” or “One-Time Passcode,” so users know what to add. Sample values inside text boxes could also clarify the information asked of them. Clear, accessible and well-labeled input fields streamline the authentication process.
5. Use Adaptive Authentication Methods
Adaptive authentication balances security and usability by adjusting authentication requirements based on context.
For example, if a user logs in from a trusted device and location, the system may allow access with only a password. On the other hand, if the login attempt comes from an unusual location or was done at an odd time, you can automatically activate MFA to request additional verification.
This approach reduces unnecessary friction for users logging in under normal conditions while still providing strong protection against suspicious activity.
6. Regularly Test and Update
Cyberthreats evolve, and user needs change. For this reason, your small business’s MFA setup should change with them. Regular tests and updates ensure your defenses remain strong against newer, more agile threats.
User testing is especially important. Employees and customers often know a lot about frustrating or confusing aspects of the current system. Including them in the evaluation process helps you make continuous improvements that keep MFA effective and user-friendly.
Make MFA Work for Your Users
For small businesses, MFA is a vital safeguard against cyberthreats. However, it’s also crucial to consider the user experience. The way people use these systems can influence their level of security. Good UX makes security convenient and sustainable.
Author bio:
Eleanor Hecks is Editor-in-Chief of Designerly Magazine. She specializes in writing on web design and development topics for sites such as Smashing Magazine, freeCodeCamp, and more.
