Here’s a brutal truth that business leaders and security teams need to accept. Your employees are highly likely to be using apps and devices that you have no idea about. They’re storing work documents in personal Dropbox accounts, using their own project management tools, and signing up for AI assistants without first getting permission from IT.
This is what we refer to as shadow IT, and it’s far more common than most business leaders realize. But the critical thing to keep in mind is that employees are doing this out of malice (at least not most of the time). They’re often turning to non-sanctioned tools and apps because the ones your company provides are too slow, clunky, or don’t meet the needs of the people who are actually doing the work.
Naturally, this leads them to find workarounds. And while employees seeking greater productivity doesn’t sound like a bad thing, shadow IT creates significant blind spots and security gaps around where sensitive data resides. This can lead to compliance slip-ups and data breaches that no security team could ever see coming.
But there are ways to tackle it. Depending on the size of your business and your budget, there are a few ways to shine a light on any rogue hardware or software jeopardizing your security. Here are five to look into.
SSE Solutions
Security Service Edge (SSE) solutions are your best weapon against tackling shadow IT, especially if you’ve got a remote or hybrid work model where your employees are logging in from different networks.
SSE solutions bring together essential security functions, such as cloud access security, secure web gateways, and zero-trust network access, all on a unified platform. This gives your security team a massive boost in visibility and control over which apps and devices employees are actually using.
These solutions let you set and manage policies across the board, so you can protect your company data regardless of where it’s accessed. With that said, SSE is more of an enterprise-grade solution, so it may not be suitable for all companies and budget sizes.
Cloud Access Security Brokers
If managing cloud access is one of your primary concerns, a standalone CASB might be enough for you to get things under control. A CASB sits between your users and any cloud services you use. This gives you complete visibility into cloud activity, the ability to spot risky behavior, and some element of control over how data moves between these applications.
It’s a less comprehensive option than an SSE, but for businesses that aren’t ready for a complete package solution, a CASB is an excellent option for getting a hold of cloud app sprawl.
Improved Internal Tools
Sometimes, the best way to get rid of shadow IT isn’t to bring in more security tools. It’s to bring in better software for your employees. In a way, this means addressing the root cause of the issue. If employees can’t get their work done with your current tech stack and are downloading extra apps, you need to provide more support.
If the approval flow for signing off on new software is too long and arduous, you need to update it. It’s all about balance. You can’t let employees use any tool they want, and you certainly cannot have them risk company data. But you also can’t obstruct them too much, otherwise they will find a way around, and that’s usually detrimental to your security.
Clear Policies and Training
For smaller teams where shadow IT hasn’t become an endemic problem across the organization, setting up clear policies and providing regular training can go a long way. If people aren’t told or don’t understand why they can’t put their sales transcripts into ChatGPT, then they probably will.
Make sure employees understand the risk of using non-company tools and apps, as well as the dangers of using their own hardware. Cybersecurity is not intuitive for many people, and given that humans are often the weakest link in the chain, it’s time to bring everybody up to speed with an acceptable use policy and periodic reminders/updates so everyone can stay safe.
Endpoint Detection and Monitoring
If you want to know exactly what is running on your network and accessing company data, endpoint detection and response (EDR) tools can give you valuable insights. Endpoint tracking solutions monitor activity across devices such as laptops, desktops, and mobile devices, flagging any unauthorised applications and potential security risks in real time.
EDR won’t be able to prevent employees from using personal devices or logging in to unapproved apps from their home network. Still, for company-owned hardware, it’s one of the best ways to see what’s actually being installed and used. Some platforms also let you set rules that automatically block specific software categories, reducing the manual workload for your IT team.
Finding the Right Fit
Every business is different, so there isn’t a single best tool or strategy that will work for everyone. A small startup with just a few employees will likely be fine with policy updates and training, whereas an established enterprise might need sophisticated tools like SSE and CASB to keep tabs on shadow IT at scale.
The important thing is to understand the scope of the problem first. Where is the shadow happening? What’s driving it? How much risk does it actually create? Once you’ve got that clarity, you can decide whether you need the complete visibility and control, or simply tighter monitoring at the device level.
