Sometimes teams just want to get things done. They find a new app, it works great, and without much thought, it becomes part of the daily workflow. The only problem? IT has no idea it’s being used.
This kind of thing happens more often than most leaders realize. It’s not that employees are trying to break the rules. Usually, they’re just trying to solve problems quickly and keep things moving. But this quiet trend, often called shadow IT, can create serious issues behind the scenes.
How Shadow IT Becomes a Problem
When an app or service is introduced without IT’s knowledge, it skips the usual security checks. That opens the door to potential data leaks, compliance issues, and weak points in your organization’s digital defenses. And when dozens of tools are being used across different teams, it becomes nearly impossible to track where information is going or who has access to it.
In some industries, that’s not just a risk. It’s a regulatory red flag.
Why Teams Go Rogue With Apps
More often than not, it’s because the approved tools aren’t doing the job. Maybe the project management software feels clunky. Or the approval process for something new takes too long. So someone finds a tool that works better, and just like that, it’s part of the workflow.
It’s rarely done with bad intent. It’s usually a quick fix. People just want to work more efficiently and sometimes that means taking tech matters into their own hands.
What You Can Do About It
The solution isn’t more restrictions. It’s better communication between IT and the rest of the organization. Employees need to know how to request tools without jumping through hoops. IT needs better visibility into what’s actually being used. And leadership needs to support both.
Some companies work with partners who help identify these blind spots and create systems that balance productivity with protection. With the right support, it’s possible to bring clarity and control to app usage without slowing anyone down.
At the end of the day, the goal isn’t to stop innovation. It’s to make sure the tools employees choose are safe, secure, and aligned with the bigger picture.
Email us for more information at info@bradenit.com.
Frequently Asked Questions (FAQ)
What exactly is shadow IT?
Shadow IT is when people in a company use software or apps without looping in the IT team. It usually starts with good intentions: Someone finds a tool that makes their job easier and just goes with it.
Why do employees resort to using unauthorized apps?
Most of the time, it’s about speed and convenience. If the current tools are clunky or missing key features, employees might look for something that feels faster or easier to use. It’s rarely done out of defiance, more out of a desire to get work done.
Is shadow IT always a bad thing?
Not always. It can actually point out where existing tools are falling short. While it does carry risks, it also gives leadership a chance to see what their teams really need to work better.
What are the potential risks associated with shadow IT?
The biggest concerns are around security and compliance. When apps fly under the radar, sensitive data can end up in the wrong place or be exposed to threats. It also becomes harder to stay compliant with regulations if IT doesn’t know what tools are in play.
How can organizations address shadow IT without stifling innovation?
Start by listening. If employees feel heard and have a clear path to suggest or request tools, they’re more likely to go through the proper channels. IT can support innovation by making sure the tools people actually want to use are safe and accessible.