Shadow IT, the use of non-registered SaaS tools by employees without formal approval, has become a growing challenge for many organizations. But why do employees turn to these unofficial tools in the first place?
The Reasons Behind Shadow IT
1. Immediate Need for Solutions: Employees often resort to Shadow IT when they face urgent problems and can’t wait for the lengthy approval process of official tools. If the official options are too slow, complex, or limited, they’ll look for quick alternatives.
2. Lack of Awareness: Sometimes, employees aren’t aware of the tools that are officially available. When they can’t easily find what they need within the company’s approved software, they may turn to external options without realizing the risks involved.
3. Ease of Use: Many modern SaaS tools are designed with user-friendliness in mind. Employees often opt for tools that offer a simpler or more intuitive interface compared to the companies purchased solutions.
4. Gaps in Functionality: If the current approved tools don’t meet their specific needs, employees may search for alternatives that offer better features or performance for their tasks.
Ideas on how to Stop Shadow IT
To effectively reduce Shadow IT, it’s essential to address its root causes, rather than just trying to enforce stricter policies.
1. Make the Approval Process faster and easier: Streamline the approval process for new software requests, making it faster and easier for employees to get the tools they need. This will reduce the temptation to use unapproved tools.
2. Offer Better Tools: Regularly review and update your company’s software stack to ensure it’s meeting the needs of your employees. If employees feel the official tools are outdated or inefficient, they’re more likely to seek external solutions.
3. Modernize Conventional Policies: Overly rigid policies for software updates can slow down processes, causing employees to find workarounds with non-registered SaaS. If updates and improvements take too long to be implemented, employees may opt for faster, unofficial tools that can meet their immediate needs. A more flexible and responsive approach to software updates can prevent the frustration that leads to Shadow IT.
4. Encourage Employee Feedback: Engage your employees in discussions about the software tools they need to do their jobs more effectively. Encourage them to provide feedback on the tools they currently use and suggest new ones. When employees feel heard and their input is valued, they are less likely to seek unapproved software. Implementing a process where employees can easily request new tools may help address unmet needs.
5. Create a Collaborative IT Culture: Foster a collaborative IT culture where employees work closely with IT departments to solve problems together. When employees see IT as a partner, rather than a gatekeeper, they’re more likely to seek help through official channels rather than turning to Shadow IT. A proactive approach from IT, offering solutions and alternatives, can greatly reduce the temptation to use non-registered tools.
By addressing the reasons behind Shadow IT, you can empower your employees with the right tools while keeping your organization secure and compliant.
