Shadow IT is what happens when employees and vendors bring in IT systems and software the company hasn’t approved. They often do it because they think these tools are faster, easier, or simply better than what’s on hand. That choice creates real problems, starting with security gaps and a loss of control over company operations. It also puts data, a company’s most valuable asset, at risk. Shadow IT can change how that data gets used and stored.
Steps CIOs and IT administrators should take to address the use of Shadow IT
In most businesses, Shadow IT runs deeper than managers and IT administrators realize. There’s no standard way to track which unapproved tools employees are actually using. A few key strategies can help any company get ahead of it.
Find out why employees turn to shadow IT
- Understand why workers are bypassing the company IT. Workers often bypass company software because it’s too hard to use. Some feel the technology is hard to learn. Others feel it doesn’t provide the tools they need or isn’t up to date. Identifying these IT flaws can help minimize the desire to use personal apps. It also helps to understand which programs are compatible with each other and which are not, since incompatibility often drives a worker toward another software source.
- Communicate with your workers. Start by analyzing the current IT setup. Then gather feedback from employees and customers on the pros and cons of each software application. Ask for suggestions on what could help the company. Shadow IT is usually about workers wanting to do a better job, not causing trouble. A company-wide software survey can help here too.
Make the switch to approved tools easier
- Make the software more accessible. Workers often complain about long waits to print a job or reach the company network. So they turn to non-company alternatives instead. Giving users more control over how they use the software helps them work faster and produce better results, instead of forcing one rigid process on everyone. Software should also be available on the road and at home, not just at the company site.
- Educate the workers about the company software applications. Many employees don’t realize the company already has a solution for what they need. Others don’t know that an application they use daily has extra features that could help them do a better job. Better documentation, company classes, and seminars all help. In addition, more communication between employees about the tools they use can close this gap.
- Educate the users about the problems with using shadow IT. Outside IT carries real security risks. Its data may also not match the format of existing company systems, so it can be hard to merge. Laws such as HIPAA for health records, the Sarbanes-Oxley Act, and the European Union General Data Protection Regulation may also apply. Workers aren’t always aware of the compliance they’re missing.
Discuss how Shadow IT can become sunshine IT
Companies should help workers move from unapproved Shadow IT tools to approved company applications. Learning new software and breaking old habits takes time. So give workers a grace period, along with the education and resources they need to make the switch. An experienced data center representative can also help you work through Shadow IT strategy for your company. To review the best options, contact us and ask to speak with a member of our team.
• Call: (305) 735-8098
• Chat with a member of our team to discuss which solution best fits your needs.
