Securing any IT environment in today’s hyper-connected workplace is challenging. Doing so when admins don’t even know half of the devices and tools people use on a network makes it even harder. This is the problem with shadow IT — a threat that’s becoming increasingly common among businesses today.
What Is Shadow IT?
Shadow IT is any app, service or hardware workers use that IT departments don’t know about or haven’t authorized. Some may use personal devices to access work documents. Others may use programs they like better than the options their managers provide. Whatever the case, it often seems innocent but poses significant risks.
As of 2022, 41% of all employees used, modified or created tech without IT staff’s knowledge. Experts predict that figure will swell to 75% by 2027, thanks to rising tech experience in the workforce and the shift to hybrid work.
Why Is Shadow IT an Issue?
Most people aren’t malicious when they take part in shadow IT. However, it’s still dangerous because security teams cannot secure what they don’t know about. Some programs or devices may not align with a company’s larger cybersecurity system or compliance measures. Consequently, workers open new vulnerabilities when they use these tools.
Making matters worse is the fact that mystery technologies can be hard to spot. The average business uses over 100 software-as-a-service apps between departments. That can make it difficult to get a handle on all the authorized programs in an organization, much less anything outside those lines.
How to Reduce Shadow IT Risks
Given how common and dangerous this issue is, brands must do all they can to prevent it. Here are five steps to take to reduce shadow IT risks.
1. Reduce IT Workflow Friction
The first and most important way to address shadow IT is to ensure authorized IT is the most convenient option. Not wanting to wait on the IT department to get something done is by far the most common reason staff use unsanctioned tools. Consequently, it benefits everyone to make the safest solution the easiest.
Stary by surveying workers about their biggest workflow pain points. Consider how a different device policy or software solution could make things easier, removing the drive to use shadow IT. Sometimes, it’s easiest to authorize the unsanctioned tools people already use.
2. Improve Network Visibility
Next, IT departments need to make their networks more visible. Understanding what devices and programs access what data will make it easier to uncover shadow IT. It will also reveal inefficiencies enterprises can address to prevent these risks.
A third-party network audit is one of the most effective ways to do this. Alternatively, companies can use automated network discovery tools. It’s also best to perform this step every year to catch any new cases of shadow IT.
3. Encourage Open Communication
Preventing shadow IT is also a matter of communicating more effectively between departments. IT leaders should encourage workers to talk to them about issues they’ve encountered or potential solutions they’ve thought of. This collaborative approach will help keep authorized processes convenient and efficient for everyone.
For example, 76% of American employees use their personal devices for work at least sometimes. Consequently, enforcing a policy where people only use corporate-owned hardware may be difficult. Instead, businesses can talk to workers about why they use their own gadgets and reshape their IT policy to allow personal devices for workflows where it makes more sense.
4. Train Users
Sometimes, shadow IT happens because people don’t understand its risks. Firms can prevent many of the more dangerous instances by teaching their staff why these practices can be a bad idea.
Up to 95% of all cybersecurity incidents stem from human error. Workers are less likely to make mistakes when they know why they’re an issue and understand the damage they can cause. Training is most impactful when it feels relevant, so explain how cyberattacks from shadow IT could affect peoples’ personal privacy.
5. Automate Network Monitoring
Finally, organizations should use automated network monitoring tools. Shadow IT can — and likely will — still happen even if they follow the previous four steps. Consequently, they need a faster way to detect and stop breaches coming from these vulnerabilities.
Artificial intelligence (AI) significantly shortens response times, saving a lot of money in the process. Given how prominent shadow IT is, brands need this kind of agility. Detecting suspicious activity in real time and containing the part of the network in question will ensure even an unknown vulnerability doesn’t become dangerous.
Shadow IT Demands Attention
Shadow IT is a growing and serious problem. It can also affect businesses in any industry. Leaders must recognize this danger and respond to it now to stay safe.
Stopping shadow IT risks can be complicated, but it is possible. Following these five steps will help those in any sector minimize shadow vulnerabilities.
As the Features Editor at ReHack, Zac Amos writes about cybersecurity, artificial intelligence, and other tech topics. He is a frequent contributor to Brilliance Security Magazine.
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