If you’re running Google Workspace for your business, there’s a security change coming that you can’t ignore: 2-Step Verification (2SV) is becoming mandatory. Google has already started the rollout by requiring it for all administrator accounts, and the writing’s on the wall, it’s only a matter of time before every user in your organisation needs it too.
The good news? This is actually a good thing for your business. The bad news? If you wait until the last minute to prepare, you’re going to have a lot of confused staff members and a flood of “I can’t log in!” messages.
Let’s break down what’s happening, why it matters, and how you can get your team ready without the chaos.
What’s Actually Happening with 2-Step Verification?
Here’s where we are right now: Google has already made 2-Step Verification mandatory for all Workspace administrator accounts. If you’re an admin, you’ve probably already set this up. But what about everyone else in your organisation?
While Google hasn’t announced a specific deadline for all users (the mid-2026 timeline is based on industry trends and Google’s direction), the trajectory is clear. Google is steadily moving towards making 2SV universal across Workspace. Admins can already enforce 2SV organisation-wide through the admin console, and many forward-thinking businesses are doing exactly that.
Translation: Whether Google forces it or not, you should be rolling out 2-Step Verification for your entire team now. It’s the single most effective security measure you can implement, and waiting just leaves you vulnerable.
Why Google Is Pushing 2SV (And Why You Should Care)
Let’s get real for a second: passwords alone are rubbish at keeping accounts secure. Even strong passwords can be phished, leaked in data breaches, or guessed through brute force attacks. In fact, according to Google’s own data, accounts with 2SV enabled are significantly less likely to be compromised than those relying on passwords alone.
Here’s what happens without 2-Step Verification: Someone steals or guesses a staff member’s password (maybe from a data breach at another site where they reused the same password), and suddenly they have access to your entire Google Workspace, emails, Drive files, shared documents, calendar appointments, the lot.
With 2SV enabled? Even if someone has the password, they can’t get in without that second factor (usually a code sent to a phone or generated by an authenticator app). It’s like having two locks on your door instead of one.
For businesses, this means:
- Protection against phishing attacks that steal passwords
- Reduced risk of data breaches from compromised accounts
- Better compliance with security standards and regulations
- Peace of mind that your company data isn’t just one leaked password away from disaster
How 2-Step Verification Actually Works
If you’ve never used 2SV before, it’s simpler than you think. Here’s the basic flow:
- User enters their password (the first factor)
- Google asks for a second verification (the second factor)
- User provides that second factor (usually a code from their phone)
- Access granted
The “second factor” can be a few different things:
- A code sent via SMS to your phone
- A code generated by the Google Authenticator app (or similar apps like Authy)
- A physical security key (like a YubiKey)
- A prompt on your registered phone that you just tap to approve
Once you’re set up, the whole process takes about 5 seconds. And for devices you use regularly, you can choose to trust them for 30 days, so you’re not constantly entering codes on your work laptop.
How to Prepare Your Business for Mandatory 2SV
Alright, enough background. Let’s talk practical steps. Here’s how to roll out 2-Step Verification across your organisation without everyone losing their minds:
1. Check Your Current Settings
First, log into your Google Workspace admin console and see what your current 2SV policy is. You might be surprised: some organisations have it set to “optional” and a handful of security-conscious users have already enabled it. Others have it completely off.
Navigate to Security > Authentication > 2-Step Verification to see your current setup.
2. Communicate Early and Often
This is where most businesses trip up. Don’t just flip the switch one day and expect everyone to figure it out. Send out clear communication at least 2-3 weeks before you plan to enforce 2SV.
Your message should include:
- What’s changing and when
- Why it’s happening (security, not because IT wants to make their lives harder)
- How long setup takes (about 5 minutes)
- Who to contact if they need help
Consider running a couple of information sessions or recording a quick tutorial video showing the setup process.
3. Set a Grace Period
When you enable 2SV enforcement in the admin console, you can set a grace period for users to enroll. Google allows anywhere from 1-6 months for this.
For most small to medium businesses, a 2-4 week grace period is plenty. This gives people time to set it up without being locked out immediately, but keeps the momentum going so it actually gets done.
4. Make the Setup Process Easy
Direct your staff to myaccount.google.com where they can set up 2-Step Verification. The process is straightforward:
- Click Security in the left menu
- Select 2-Step Verification
- Click Get Started and follow the prompts
The whole thing takes about 5 minutes. Google will walk them through adding their phone number or setting up an authenticator app.
5. Have a Support Plan Ready
On rollout day (and the week following), expect questions. Lots of them. Make sure your IT team or support person is ready to help with:
- Staff who don’t have smartphones (rare, but it happens: they can use the Authenticator app on a tablet or request backup codes)
- People who lose their phones or get a new number
- Users who are locked out because they forgot to set it up
Pro tip: Set up backup phone numbers and backup codes for key staff members to avoid lockout disasters.
6. Consider Starting with a Pilot Group
If you’re nervous about organisation-wide rollout, start with a small pilot group: maybe your management team or a specific department. Iron out the kinks, gather feedback, and then roll it out to everyone else.
This also creates internal champions who can help their colleagues through the process.
What About Users Without Smartphones?
This comes up a lot. Not everyone has a smartphone (though it’s increasingly rare), and some people have legitimate concerns about using personal devices for work authentication.
Options include:
- Hardware security keys (like YubiKey): these are physical USB devices that act as the second factor
- Printable backup codes: Google provides one-time-use codes that can be printed and stored securely
- Company-provided devices: if 2SV is a business requirement, the business should provide the means to comply
For most small businesses, the smartphone option works for 95%+ of users, with backup codes covering the edge cases.
The Bottom Line: Don’t Wait
Whether Google announces an official deadline for all users or not, 2-Step Verification is becoming table stakes for business security. The question isn’t “if” you should roll it out, but “when.”
Our recommendation? Start the process now. Give your team a month to get set up, communicate clearly, offer support, and enforce it organisation-wide. You’ll sleep better knowing your business data is protected by more than just a password.
Need help rolling out 2-Step Verification across your organisation? We work with businesses every day to secure their Google Workspace environments. Get in touch and we’ll make sure your rollout goes smoothly.
About Mathew
Mathew Hoffman is the owner of Cloud Computer Company and has been working in IT since 1981. He’s held senior IT roles at major organisations including State Bank of NSW, Minet Australia, Wilhelmsen Lines, and Rothmans of Pall Mall, and was heavily involved in IT for the Sydney 2000 Olympics.
Since 2001, Mathew has run his own IT consultancy, helping small and medium businesses get the most out of technology. He became one of the original Google Partners in 2008 and rebranded to Cloud Computer Company in 2017, focusing on cloud services and Google Workspace solutions.
Based in Noosa, Mathew enjoys cricket (he’s played and coached in both Sydney and the Sunshine Coast), spending time with family, the beach, and the occasional round of golf.
