How to Address Your Business’ Shadow IT Problem

Shadow IT, when technology is implemented in a business setting without the express permission of that organization's IT department, is a serious issue that cannot be left unchecked. How can you uncover shadow IT and prevent it in the future? That’s what we’re covering today.

The Causes of Shadow IT

Shadow IT happens most frequently when an employee goes outside the realm of approved software or hardware tools to solve a specific problem during their day-to-day tasks.

Imagine an employee downloads a free image editing software because they’re unfamiliar with the solution you’ve provided them with. They find the free editing software easier and more user-friendly, and it’s what they use on their home PC. Little do they know, however, that the version they’ve downloaded includes a nasty bit of spyware that cybercriminals are taking advantage of.

That’s the sinister part of shadow IT; it’s usually implemented with the best of intentions, and employees might think they’re optimizing themselves for their own productivity, but in reality, they’re only putting your business in danger.

The Dangers of Shadow IT

The cold, hard reality is that shadow IT creates more problems than it solves, including the following:

• Data breaches via insecure or openly malicious applications
• Compliance issues and violations, particularly with data privacy laws
• Data silos, preventing the entire organization from accessing the same information
• IT resources going to waste
• Lack of compatibility between different tools

Naturally, these issues detract from your business’ productivity, so it stands to reason that you should do all you can to mitigate shadow IT… but, how do you do that?

How to Handle and Manage Shadow IT

Let’s break down your shadow IT management plan into four steps:

Why does it exist, anyway?
Consider the reasons why your team might be willing to use unauthorized technology in the first place. Rather than come down hard on your team for its use, have your IT department take a look to see if it is a secure and viable option for your business. The big takeaway here is that your approved tool isn’t getting the job done for whatever reason, and that’s something you should learn from.

Tell your team about the dangers of shadow IT.
Sometimes it’s best to openly communicate your concerns to your team. Tell them why shadow IT isn’t appropriate and how they can go through official channels to use tools of their choice. While you can’t always make sure they are doing so, this does make it more likely, at least.

Have alternatives ready.
In case the issue is your designated tool, have a viable alternative available and ready to implement. At least you’ll have a vetted and sound solution ready for your team in case they don’t like what you already have to offer.

Build processes and procedures.
Your team will have questions, and you need to be ready to answer them. Build policies and procedures that train your team on the use of company data and tools so they can follow best practices that keep your business safe.

We’ll Help You Manage Shadow IT

If all of the above sounds like a lot to handle, we’ve got you covered. JS Business Solutions can take a comprehensive approach to your business’ shadow IT issues. Learn more by calling us at (781) 715-1900.