Your Employees Are Using Apps You Don't Know About. That Should Terrify You

Some of the worst threats are the insidious ones… the ones that lurk, out of sight, systematically taking you down without you even realizing it. This is the danger of shadow IT.

Many business owners are unaware that their employees may be introducing unauthorized applications into their network. This isn't just about having control over what your team uses; it’s a silent, lurking threat that could be putting your entire operation at risk. Let’s discuss how to address it.

What is "Shadow IT"?

"Shadow IT" refers to the use of technology solutions within an organization without the explicit approval or oversight of the IT department.

Let’s say your team needs a quicker way to share files, so someone signs up for a free cloud storage service. Perhaps they find a project management app that they love, bypassing the official one your company pays for. Suddenly, your company’s data is out of your hands, without oversight or confirmed security.

It often starts innocently—an employee trying to be more productive or solve a problem quickly—but the road to potential disaster is frequently paved with good intentions. It doesn’t matter that their intentions may be good; the potential for error can be catastrophic.

The Hidden Dangers of Unsanctioned Applications

The allure of quick fixes and seemingly free tools can be strong, but the risks associated with shadow IT are substantial and far-reaching.

Cybersecurity Gaps You Can't See

Every unapproved application or cloud service is a potential backdoor into your company's network. These services often lack the robust security protocols that a professional IT team would implement. 

For example, if an employee uses a free file-sharing service, are you sure that the service encrypts your data? Are they protected against ransomware or phishing attacks? A single weak link can compromise your entire cybersecurity posture. Plus, you can't protect what you don't know exists!

Compliance Nightmares

For businesses in regulated industries, such as healthcare (HIPAA), finance (PCI DSS), or defense (CMMC), shadow IT poses a significant risk. When sensitive data is stored or processed outside of approved, compliant systems, you instantly fall out of compliance. 

This can result in substantial fines, legal repercussions, and severe damage to your reputation. Imagine a doctor's office using a personal messaging app to discuss patient information—a clear HIPAA violation waiting to happen. Our team at Datalyst understands the intricacies of compliance and helps businesses in Plymouth County navigate these complex waters.

Siloed Data and a Loss of Control

When employees use unauthorized tools, your valuable business data becomes fragmented across multiple platforms. This creates data silos, isolated pockets of information that are difficult to access, manage, and secure. If an employee leaves, the data stored on their personal cloud account or unsanctioned app likely leaves with them, leading to significant data loss. It also makes it incredibly difficult to get a comprehensive view of your operations or leverage data for business intelligence.

Operational Inefficiencies and Redundancy

Paradoxically, while shadow IT is typically introduced with the intention of boosting productivity, it often leads to greater inefficiencies.

Different teams using different tools for the same function create confusion, frequently leading to duplicated efforts, and collaboration becomes a nightmare. You might be paying for a robust project management suite, while departments are using three different free alternatives, causing project delays and communication breakdowns. This also means you’re wasting money, by the way.

How to Illuminate Shadow IT

Fortunately, it doesn’t take much to address shadow IT effectively. The key is a proactive, educational, and collaborative approach.

Open Communication is Key

To start, foster an environment where employees feel comfortable coming forward about the tools they're using or the problems they're trying to solve.

Often, shadow IT stems from a genuine need that is not being met by existing and approved solutions, and an employee taking the initiative to improve it. So, instead of penalizing those who have introduced shadow IT to your workflows, use it as an opportunity to understand workflow challenges.

You may just be able to improve things with a vetted alternative, benefiting everyone.

Establish (and Communicate) Clear IT Policies

Your team needs to understand how operations (particularly those involving business technology) are to progress. Develop clear, concise policies regarding software usage, data storage, and device management. Make these policies easily accessible and train all new employees on them from day one, revisiting them regularly throughout their employment. Contextualize why these policies are in place, emphasizing your focus on security, compliance, and efficiency, rather than just stating rules.

Perform Regular IT Audits, Leaning on Discovery Tools

Of course, to avoid shadow IT, you need to know what you currently have in place. A professional managed IT service provider like Datalyst can deploy tools to discover unauthorized applications and services running on your network. This visibility gives you a clear picture of what's out there and potentially causing problems.

Datalyst specializes in providing IT services and consulting for small and medium-sized businesses in and around Plymouth County, Massachusetts. We can help you identify these hidden threats and facilitate their solutions.

Provide Viable, Approved Alternatives

If you find your employees are turning to unapproved tools, it's often because they perceive your current solutions as inadequate. Work with your IT team (or a managed IT service provider) to identify and implement user-friendly, secure alternatives that meet their needs.

This may involve exploring new cloud solutions or optimizing existing ones, such as Microsoft 365, to their full potential.

Don't Let Shadow IT Cast a Pall Over Your Business

Shadow IT is a significant challenge for modern businesses, but it's not insurmountable. By understanding the risks and taking proactive steps, you can secure your data, maintain compliance, and ensure your technology truly supports your business goals.

At Datalyst, we believe that knowledge is power when it comes to IT, and a little light can go a long way in dispelling the shadows. Our highly knowledgeable and professional technicians provide fast, reliable response times, serving businesses throughout Southern New England. 

Plus, we can ensure your business is equipped with the tools that securely and effectively allow you to carry out your operations without issue. 

In short, we’re here to help you get control of your IT landscape. Sign up for a free IT consultation today, and let's bring your IT out of the shadows.