Sometimes, the biggest cybersecurity risks come from the tools we’re most comfortable with. When an organization adopts new technology (say, moving from Microsoft 365 to Google Workspace) it can feel easier to keep using the apps you already know. But while shadow IT may save a few minutes in the moment, it can unintentionally expose sensitive data.
Shadow IT refers to any hardware, software, app, or cloud service employees use for work that hasn’t been approved by the organization’s IT team. It often starts with harmless convenience, but it can quickly create serious security gaps and compliance issues.
In this blog, we’ll explore the hidden dangers of Shadow IT — and what your organization can do to reduce the cyber risks that come with unapproved technology.
Examples of Shadow IT
Doing the following may seem innocuous, but in reality, are ways you can put your company at risk:
- Using different messaging or collaboration platforms than what’s approved (e.g., using Slack when your organization uses Asana)
- Turning to free online tools, like AI chatbots (e.g., ChatGPT) or grammar checkers (e.g., Grammarly), for sensitive work content
- Storing company files on personal cloud drives (e.g., OneDrive, Dropbox, Google Drive)
- Connecting personal devices — laptops, tablets, or phones — to the company network
Why It Happens
Shadow IT often comes from a good place: trying to stay efficient and productive. But when employees are required to use unfamiliar tools, frustration can lead them to bypass the approved options.
The most common reasons include:
- Familiarity: Sticking with apps they already know feels easier than learning a new platform.
- Convenience: If the company’s required tools are restrictive or slow, employees may default to different technologies to make their lives easier.
- Speed: Deadlines are real, and using a familiar system can seem like the quickest path forward.
The Risks of Shadow IT
Choosing convenience over compliance may feel efficient, but it introduces major security concerns:
- Data exposure: Unapproved apps can create backdoors for attacks or accidental data leaks
- Loss of control: Sensitive information may end up stored in unsecured personal accounts
- Lack of visibility: IT teams can’t secure or support tools they don’t know about
- Compliance violations: Personal storage or messaging apps can violate regulations like HIPAA or financial data standards
How Organizations Can Reduce Shadow IT
With the right approach, leaders can empower productivity and protect systems:
- Partner with a trusted Managed Service Provider (MSP) like OptfinITy to conduct audits and identify unapproved apps
- Provide training so employees understand why approved tools matter for security and compliance
- Set clear policies that outline acceptable technology usage — and reinforce them regularly
- Listen to employee feedback to ensure IT-approved tools support productivity, not hinder it
Book a free security consultation with OptfinITy to uncover hidden vulnerabilities and strengthen your defenses.
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