10-Step Checklist for Smooth MFA Deployment

Multi-factor authentication (MFA) blocks nearly 100% of account hacks. Here's how to deploy it effectively:

1. Check current systems
2. Set MFA goals
3. Pick an MFA tool
4. Plan user communication
5. Set up MFA rules
6. Connect MFA to other systems
7. Test with a small group
8. Get IT support ready
9. Roll out to everyone
10. Check and improve

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1. Check Current Systems

Before deploying MFA:

1. List all apps/networks needing authentication
2. Identify current login methods
3. Check MFA compatibility
4. Prioritize high-value targets (admin accounts, sensitive data)

A cybersecurity expert advises:

"Administrative accounts are your highest value targets and most urgent to secure. Review who these users are and what privileges they have—there are probably more accounts than you expect with far more privileges than needed."

Use a table to organize findings:

2. Set MFA Goals

List security goals like:

• Reduce unauthorized access
• Protect sensitive data
• Meet compliance requirements

Choose MFA types that fit your needs:

Balance security and user experience. Consider:

• User roles and access levels
• Device types used
• Remote work scenarios
• Integration with existing systems

3. Pick an MFA Tool

Focus on these features:

• Authentication methods offered
• Integration with current systems
• User experience
• Security strength

Compare popular tools:

To choose:

1. List your needs
2. Check compatibility
3. Test with a small group
4. Consider cost vs. benefits

Find a tool that boosts security without hindering work.

4. Plan How to Tell Users

Create a communication plan:

1. Choose channels (emails, meetings, training)
2. Set a timeline
3. Tailor messages for different groups

Example timeline:

Create clear user guides with:

• Step-by-step instructions
• FAQs
• Visual aids
• Troubleshooting tips

Explain why MFA matters and offer various training methods.

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5. Set Up MFA Rules

Create login rules:

1. Define when/how MFA is used
2. Apply rules consistently
3. Consider different user groups

Set up an MFA enrollment policy:

1. Add Multifactor Policy
2. Name and describe policy
3. Assign to specific groups
4. Set MFA as required/optional/disabled

Consider factors like IP address, time, device OS, and risk level.

Adjust user settings:

1. Choose login workflow
2. Set up passwordless options
3. Define MFA method options

Start with a test group before full rollout.

6. Connect MFA to Other Systems

Link to user management:

1. Check Identity Provider settings
2. Update user provisioning
3. Sync MFA status across systems

Set up app connections:

1. List critical apps needing MFA
2. Check each app's MFA support
3. Configure app-specific settings

Example:

Implement MFA for internal admin accounts too.

7. Test with a Small Group

Select 5-10% of users from different departments and roles.

Collect feedback on:

• Setup ease
• Login experience
• Technical issues

Test on various devices/browsers. Have IT support ready during testing.

8. Get IT Support Ready

Train IT on MFA fixes:

• Set up hands-on training
• Create a knowledge base
• Practice with real scenarios

Create help procedures:

1. Set up a support channel
2. Develop a tiered system
3. Create user guides/FAQs
4. Implement ticketing

Keep procedures updated as MFA tech evolves.

9. Roll Out to Everyone

Deploy in stages:

1. Start with high-value accounts
2. Group users strategically
3. Set a realistic timeline
4. Communicate clearly

Track adoption:

Address issues promptly to ensure smooth adoption.

10. Check and Improve

Monitor key metrics:

Update based on feedback:

1. Gather input from multiple channels
2. Identify common issues
3. Prioritize improvements
4. Test changes
5. Communicate updates

Keep refining your MFA strategy to maintain strong security.

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