Your marketing team finds a new free design tool.
Sales signs up for a file-sharing app because “it’s faster.”
HR starts using a survey platform to collect feedback.
It’s not malicious. It’s Shadow IT — tools your teams adopt without approval or oversight. And while it starts with productivity, it often ends with security gaps and compliance headaches.
Why Shadow IT is risky
- Unknown vendors: You don’t know how or where your data is stored.
- Data exposure: A “public” link can leak sensitive documents.
- Compliance issues: Unapproved tools may violate GDPR or client contracts.
- No continuity: If the free tool disappears tomorrow, so does your data.
Signs your team is using Shadow IT
- Files shared through unusual platforms you’ve never heard of.
- Invoices from SaaS vendors that no one officially approved.
- Multiple versions of the same data are spread across tools.
- Employees mention “we use this app,” and IT has no idea it exists.
How to spot it (without becoming the “no police”)
- 🔍 Ask openly. Run short surveys: “What tools do you use to get work done?”
- 📊 Review expenses. SaaS subscriptions often show up on credit cards or reimbursements.
- 🌐 Check logs. Many firewalls and identity providers can highlight unknown SaaS usage.
- 👂 Listen. Teams often complain about tools not fitting their needs — then quietly adopt their own.
How to manage it
- ✅ Create an approved toolbox. Offer secure alternatives that cover most needs.
- 🧩 Make requests easy. If getting new tools is a nightmare, employees will bypass the process.
- 📚 Explain the risks. Awareness turns “just a free app” into a conscious decision.
- 🔒 Use monitoring solutions. They help identify SaaS tools in use across the company.
Final thought
Shadow IT isn’t about employees breaking rules — it’s about them trying to work better. The solution isn’t punishment, but visibility and guidance.
Spot the tools, understand why they’re used, and provide safe alternatives. That way, your business stays productive — and secure.
