Controlling Shadow IT: minimize risks, maintain productivity

Shadow IT: Between Productivity and Security Risks

13 May 2025 News multiple categories 2 min read

Controlling Shadow IT: minimize risks, maintain productivity

Let’s face it—security isn’t always the top priority for most businesses. Productivity and ease of use often win out. But the rise of Shadow IT is changing that. Shadow IT refers to the use of unauthorized software, devices, or cloud services within your organization—often without malicious intent, but with serious consequences.

What is Shadow IT?

Shadow IT occurs when employees use their own tools or devices to make work easier, without informing IT. Examples include:

Using personal Dropbox accounts to transfer files
Managing tasks in unofficial project management tools
Accessing company data via private laptops

Even if the intentions are good, these actions expose your organization to risk: IT can’t secure what it doesn’t know exists.

Risks of Shadow IT

Security breaches – Unvetted software often lacks proper protections, leaving the door open to cyberattacks.
Data loss – Information stored in unauthorized apps or clouds may fall outside your backup policies or be unprotected.
Compliance violations – Using unapproved tools may breach GDPR or industry regulations, leading to fines or legal issues.

How to Control Shadow IT

1. Acknowledge the problem

Don’t deny it. Shadow IT is real—and often widespread. Recognizing it is the first step toward improvement.

2. Educate your team

Make sure employees understand what Shadow IT is, why it’s risky, and how they can support safer alternatives. Include it in cybersecurity training.

3. Collaborate with users

Ask your teams what tools they prefer and why. Consider officially implementing secure, approved versions. When people feel heard, they’re less likely to bypass IT.

4. Strengthen your cybersecurity

Create a clear IT policy outlining approved tools and data handling protocols.
Use monitoring and analytics tools to detect unauthorized app usage.
Perform regular IT audits to catch issues early and correct them.

How Can we Help You Beat Shadow IT

CBA offers powerful solutions to monitor, manage, and minimize the impact of Shadow IT across your organization:

Log360: A comprehensive SIEM solution with CASB capabilities to detect and control unsanctioned cloud applications.
Endpoint Central: Unified endpoint management platform to patch, secure, and control devices across the network.
Vulnerability Manager Plus: Proactively finds and fixes vulnerabilities, improving compliance and system health.

By integrating these tools into your IT strategy, you gain visibility, strengthen compliance, and minimize risk without slowing down your teams.

Conclusion

Shadow IT doesn’t have to be your enemy. Handled properly, it becomes an opportunity to improve both productivity and security. With the right approach—and the right tools from ManageEngine—you can strike the perfect balance between freedom and control.

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