We’ve spoken to you before about Shadow IT — the use of technology, devices, software, or cloud services without the approval or oversight of your IT team. However, recent findings show that this problem isn’t going away, in fact, it’s getting significantly worse. During Steve’s recent visit to Threatlocker’s Zero Trust World cybersecurity event, he learnt that by 2027 it’s predicted that 75% of employees will acquire, modify, or create technology solutions outside of their organisation’s IT department. That’s a staggering 41% increase from 2022! 

This isn’t just a minor inconvenience – it’s a serious cybersecurity risk that could leave your business vulnerable to data breaches, compliance violations, and operational inefficiencies. 

What drives Shadow IT?

The reasons employees turn to unauthorised technology are often well-meaning — they want to work more efficiently, collaborate with external partners, or find quick solutions to day-to-day challenges. However, every time they bypass your approved systems and processes, they open the door to security gaps that your IT team may not even know exist. 

Why Shadow IT puts your business at risk

When staff use unapproved software or store sensitive data in personal cloud accounts, your business loses visibility and control. This creates blind spots in your cybersecurity strategy and increases the risk of: 

  • Data breaches where sensitive data could be stored on insecure platforms or accidentally shared with the wrong people. 
  • Compliance failures where regulations like GDPR require you to maintain clear control over personal data. Shadow IT makes that almost impossible. 
  • Operational disruption where unauthorised systems may not integrate properly with your approved tools, leading to inefficiencies or errors. 
  • Cybersecurity vulnerabilities where unpatched, unmonitored software is a prime target for hackers. 

How to protect your business

The good news is that with the right approach, you can mitigate the risks of Shadow IT, and even turn it into an opportunity to improve your technology strategy. Below are a few steps to get you started.

Have open conversations with your teams

If staff are turning to Shadow IT, it’s often because they feel the approved tools aren’t meeting their needs. Understanding those frustrations helps you proactively find better solutions without compromising security. 

Improve your IT policies 

Ensure your policies clearly explain what’s allowed and why and make it easy for staff to request new tools or software. If the approval process is slow or unclear, they’re more likely to find their own workarounds. 

Monitor and manage 

Use network monitoring tools to identify unauthorised applications or services in use across your business. This visibility allows you to assess the risk and either block, replace, or approve those tools in a controlled way. 

Provide safe alternatives 

Employees often adopt Shadow IT because they don’t realise better, safer options already exist. Work with your IT provider (like us!) to make sure your teams have the right tools for the job and that they know how to access them. 

Regular cybersecurity awareness training 

Equip your team with the knowledge to understand the risks of Shadow IT and the importance of following approved processes. Awareness is key to reducing risky behaviour. 

Don’t let Shadow IT lurk in the background

Shadow IT isn’t going away, but you can stay ahead of the threat with the right mix of technology, policy, and education. If you’d like to review your current IT policies or get help monitoring for Shadow IT across your business, contact our team which is here to help. 

Let’s keep your business secure — together. 

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