Disclaimer: This article has been updated for improved comprehensiveness on October 10, 2025.
Your team will do anything to get the job done efficiently. Sounds great, right? Well, not if they’re turning to unsanctioned software to do it.
That might not seem like a big deal, but it can open security gaps in your network, gaps your internal or outsourced IT team doesn’t even know exist. That’s an open door for hackers to walk through. We call it Shadow IT, and it’s a growing concern for businesses.
One of the biggest problems with Shadow IT is just how common it is. In fact, many teams use these tools because they feel they must, and in some cases, they’re even encouraged to find faster solutions.
Most business leaders want their teams to be problem solvers, but many of those same teams see security protocols as bottlenecks they need to bypass.
At ITS, we believe cybersecurity and productivity don’t have to compete. We've helped businesses lock down their systems while still giving teams the freedom to do their best work.
In this article, we’ll walk through how to avoid and mitigate Shadow IT by answering the following:
Despite the ominous name, Shadow IT isn’t always malicious, and it doesn’t mean your team is going rogue. It simply refers to the use of any IT service, application, hardware, or software that your team uses without your IT department’s knowledge or approval.
In other words, it’s anything downloaded or accessed without running it by your IT team first.
“Shadow IT refers to systems that we’re simply not aware of, software running somewhere that doesn’t go through the chain of control.” said Francois Goosen, Lead Engineer at ITS.
It could be a scheduling app, file-sharing platform, messaging tool, or even a cloud-based AI productivity assistant. If your IT team doesn’t know about it, it’s Shadow IT. And here’s the problem: they can’t secure what they can’t see.
Recent data shows that 65% of SaaS applications used in organizations are unsanctioned. That means more than half of the tools your team interacts with every day may be outside of your IT team’s control.
You might be asking: what’s the big deal? Well, for starters, the apps your team downloads might not be secure. Many come with weak or non-existent security protocols, and they may contain vulnerabilities your team isn’t aware of.
These tools create entry points for cybercriminals, and the scary part is, your IT team won’t even know they’re there to fix them.
Francois explains, “if you don’t have visibility into these platforms, tools, even licensing, you can’t secure it. You’re essentially flying blind.”
Typically, these tools are used for file sharing, storage, project collaboration, or communication. Sounds harmless enough, but these are precisely the kinds of apps that can expose sensitive company data.
Once information is stored on an unapproved platform, it can be stolen, leaked, or hijacked. And if one of these tools gets compromised, attackers can use them as a backdoor into your entire network.
And the threat is growing. A recent report shows that 36% of employees use unmanaged applications on company devices, and 37% of business-critical apps aren’t protected by Single Sign-On (SSO), meaning there are more ways than ever for attackers to gain access unnoticed.
At its core, Shadow IT is about one thing: productivity.
Your team wants to be productive. If they think a tool will help them do their job faster or easier, they’ll use it, especially if installing it takes only a few clicks.
There’s also the issue of user experience. Often, employees turn to Shadow IT because the approved tools are clunky, slow, or confusing. If your team finds a friendlier, more intuitive alternative, they’ll naturally gravitate toward it—even if it means ignoring company policies.
Let’s be honest, security isn’t always top-of-mind for your employees. Productivity and ease-of-use often take the lead.
There’s no simple way to eliminate Shadow IT. But there are ways to minimize its risks and make it less prevalent inside your organization. Here’s how:
You can’t fix what you don’t recognize. If your business turns a blind eye, or worse, encourages this behavior, it can’t be secured. Acknowledge that Shadow IT is a conflict with your security strategy, and start working with IT to provide safer, approved alternatives.
Many employees simply don’t understand the risks of downloading unapproved tools. They might not even realize what they’re doing counts as Shadow IT. That’s why cybersecurity awareness training is essential.
Help your team understand:
Instead of penalizing employees for trying to be productive, listen to them. Ask them what tools they’re using and why. This helps IT evaluate what’s working, what’s not, and where secure alternatives might be needed.
Some tools might be secure enough to approve after review. Others might point to opportunities for improvement in your current system.
The root problem with Shadow IT is often communication. Employees think IT will say no. IT thinks employees don’t care about security. Bridging that gap can foster trust and collaboration.
“Instead of saying ‘no,’ ask why a tool is needed,” Francois advises. “Sometimes it’s valid, and worth vetting for enterprise deployment,” he adds.
Get IT involved early when teams are seeking new tools. That way, IT can help vet, secure, and implement them correctly, keeping your company safe while supporting innovation.
You may never eliminate Shadow IT completely, but that doesn’t mean you can’t reduce its risk. Start by opening the conversation. Encourage your team to work with IT, not around it. And if you’re unsure where to begin, we can help.
At ITS, we help businesses balance security and productivity by finding secure, scalable tools your team will actually use. Schedule a meeting with one of our experts, and let’s talk about building a safer, more efficient environment for your team.
If you want to learn more about shadow IT and how to protect against it, check out the following resources: