Rising from the Shadows: Empowering IT Governance in a Shadow IT Era
The book "Rising from the Shadows: Empowering IT Governance in a Shadow IT Era" explores the issue facing today's workplace: the growth of shadow IT. The lines between allowed and unauthorised technology adoption by employees is becoming more and more hazy in organisations where IT governance is concerned. This introduction lays the groundwork for a discussion of the tactics and methods required to take back authority in this age of covert IT. Through comprehension of the potential hazards and advantages associated with shadow IT and the execution of efficient governance structures, establishments can convert this obstacle into a chance for inventiveness, safety, and strategy coherence. Come along with us as we shine a light on the future, enabling IT executives to emerge from the shadows and take back command of their technology environments.
The term "shadow IT"
describes how IT systems, devices, software, applications, and services are
used inside a company without the express consent or supervision of the IT
department. Usually, these technologies are implemented by individual workers
or departments to carry out certain duties or requirements; this is frequently
because to their belief that the current IT infrastructure is insufficient or
moves too slowly to satisfy their needs.
Cloud storage options, project
management software, collaboration platforms, and even personal devices like
tablets and smartphones used for work can all be considered kinds of shadow IT.
In the near term, these technologies may increase creativity and productivity,
but they also carry a number of serious hazards for the company, such as data
breaches, security flaws, and compliance problems.
In order to minimise risks, managing shadow IT requires finding a balance between giving employees the freedom to select the tools that best meet their needs and making sure that IT regulations, security procedures, and legal requirements are met. This could entail putting in place more transparent IT governance frameworks, improving employee education and communication around authorised technologies, and enacting adaptable IT policies that respect worker preferences while keeping control over vital resources and data.
- What does the term "shadow it" mean?
- What is shadow IT and why is IT so risky?
- Which is an example of shadow IT?
- How do you respond to shadow IT?
IT systems and solutions utilised within a company
without the express permission of the IT department are referred to as
"shadow IT." Here are a few instances:
1. Cloud Services:
A
scalable and adaptable method for organising, storing, and gaining access to
data and apps via the internet is offered by cloud services. Without requiring
hardware on-site, enterprises can use platforms, software, and infrastructure
from providers like Google Cloud Platform, Microsoft Azure, and Amazon Web
Services (AWS). Benefits from cloud services include affordability,
scalability, and accessibility from any location with an internet connection.
Companies are able to pay for only the resources they use, scale them up or
down as needed, and deploy resources quickly. Furthermore, cloud services
foster creativity and cooperation by offering development, machine learning,
and data analytics capabilities. On the other hand, issues like vendor lock-in,
compliance, and data security need to be carefully managed.
2. Messaging Apps:
By
enabling quick, real-time text, multimedia, and file exchanges across several
devices, messaging apps transform communication. With the help of apps like
Microsoft Teams, Slack, and WhatsApp, people and groups can collaborate easily,
removing obstacles like distance and increasing output. With features like
video calls, group chats, and tool integrations, these apps facilitate
effective collaboration and streamline operations. Nonetheless, issues with
data security, privacy, and information governance come up, especially in
business environments. In order to maintain compliance with legislation such as
GDPR and HIPAA, businesses need to have policies and security measures in place
to reduce the risks connected with unauthorised data sharing. Despite
difficulties, messaging apps continue to be essential resources for
contemporary communication, bringing people together and promoting cooperation
in a variety of settings.
3. Personal Devices:
Personal
electronics like laptops, tablets, and smartphones are now commonplace tools
for both work and play. Workers frequently access company information, check
emails, and work remotely on projects using their own devices. The use of
personal devices at work presents security risks, including data breaches and
unauthorised access to sensitive information, although providing flexibility
and convenience. To solve these issues, organisations need to put in place
Bring Your Own Device (BYOD) rules that specify security precautions including
encryption, remote wiping, and access controls. Furthermore, in order to reduce
the dangers connected with using personal devices, it is imperative that
employees receive cybersecurity best practices training. Personal devices can
support flexible work arrangements and increase productivity while upholding
data security and compliance if they are managed well.
4. Software as a Service (SaaS):
The way
organisations access and use software applications is being revolutionised by
Software as a Service (SaaS). SaaS provides software over the internet, in
contrast to traditional software licencing models, and enables users to access
it via a web browser or API without the need for complicated installations or
upgrades. Well-known SaaS companies with a broad range of apps for customer
contact management, productivity, collaboration, and other areas include
Salesforce, Microsoft 365, and Google Workspace. Usually subscription-based,
SaaS solutions provide businesses cost-effectiveness and scalability because
they only pay for the services and resources they require. On the other hand,
issues including vendor lock-in, compliance, and data security need to be
carefully considered. In spite of obstacles, SaaS enables businesses to improve
cooperation, expedite innovation, and streamline operations in the current
digital environment.
5. Shadow Analytics:
The
term "shadow analytics" describes the improper or unregulated usage
of analytics methods and technologies inside a company. It happens when staff
members or departments examine data on their own, without consulting the IT
department or the data analytics team. Inconsistent reporting, disparities in
data interpretation, and security issues as a result of perhaps improper
management of sensitive data might result from this. Shadow analytics can
include getting data from unapproved sources, utilising unauthorised tools, or
getting around data governance procedures that have been put in place. Shadow
analytics provide issues for data quality, regulatory compliance, and
organisational alignment, even though they are motivated by the need for quick
insights and decision-making. Organisations should foster collaboration between
IT and business units, create clear policies and procedures for data analysis,
and promote openness in order to reduce risks.
6. Development Platforms:
Platforms
for development offer settings and resources for building websites, software
apps, and other digital solutions. Developers can effectively manage code
repositories, collaborate on projects, and use version control systems such as
GitHub, Bitbucket, and GitLab. The software development lifecycle is
streamlined by these platforms' features, which include code hosting, problem
tracking, and continuous integration/continuous deployment (CI/CD) pipelines.
Development platforms enhance transparency, productivity, and code quality by
centralising code repositories and promoting collaboration. But difficulties
including scalability problems, compliance needs, and security flaws could
appear and call for cautious governance and management. In today's fast-paced
digital landscape, development platforms enable teams to experiment, iterate,
and deliver high-quality software solutions efficiently despite obstacles.
7. IoT Devices:
The
Internet of Things, or IoT, comprises physical things that are networked and
equipped with sensors, software, and connections. This allows the objects to
gather and share data via the internet. These gadgets come from a variety of
sectors, including wearable health monitors, industrial machines, and smart
household products. IoT devices improve productivity, convenience, and insights
in various situations with features like automation, remote control, and
monitoring. IoT device proliferation, however, brings up issues with data
governance, security, and privacy. Device security flaws can result in hacks,
data leaks, and the compromise of private or sensitive data. Organisations that
want to fully utilise IoT technology and reduce risks must give top priority to
strong security measures, frequent updates, and standards compliance.
8. Shadow Development:
When
people or groups within an organisation work on software development projects
without the IT department's involvement or clearance, this is known as
"shadow development." This is frequently done on its own, using
computer languages, frameworks, and tools to meet particular needs or
streamline procedures. Although it is fueled by creativity and adaptability,
shadow development has many drawbacks. Disparate systems, incompatibilities,
security flaws, and compliance challenges might result from it. Furthermore,
shadow development projects can not have the necessary control, documentation,
or scalability. Organisations should set up explicit development policies,
promote cooperation between business divisions and IT, and supply funding and
support for approved projects in order to tackle these issues. Harnessing the
advantages of shadow development while reducing its risks requires striking a
balance between innovation and control.
9. BYOD (Bring Your Own Device):
The
practice of employees utilising their personal devices, such as laptops,
tablets, and smartphones, for work is known as "Bring Your Own
Device" (BYOD). The potential advantages of this trend, including as
greater productivity, cost savings for both companies and employees, and better
flexibility, have made it more and more popular. But BYOD poses serious
problems for businesses, especially in terms of security and privacy of data.
In particular in regulated businesses, combining personal and professional data
on the same device can result in security lapses, data leaks, and compliance
problems. Organisations must put strong BYOD policies and security measures in place
to allay these worries. These measures should include device management
programmes, encryption, remote wiping capabilities, and security best practices
training for staff members. For BYOD to be successfully implemented in today's
workplaces, security and compliance requirements must be balanced with the
benefits of the programme.
10. Unapproved Licenses:
Software
licences obtained and utilised inside an organisation without the required
approval or supervision of the IT department or other pertinent stakeholders
are referred to as unapproved licences. This frequently happens when
departments or individual employees purchase software on their own to meet
certain requirements or difficulties. On the other hand, using unapproved licences
can result in a number of problems, such as financial and legal concerns,
noncompliance with licencing terms, and inefficiencies in software management.
Companies that use unapproved software risk fines and have trouble keeping
track of licence usage and efficiently managing software assets. Businesses
should enforce software licence regulations, create centralised software asset
management systems to guarantee compliance, and optimise software investments
in order to reduce these risks.
These
illustrations show the difficulties that shadow IT presents for management,
security, and compliance in business settings.
Benefits of shadow IT
Despite the hazards, people that utilise shadow IT point to its advantages as justification for doing so, such as the following:
1. Removes time and productivity barriers associated with
obtaining IT approval for new systems and lets staff use the finest tools for
the jobs at hand
2. Makes it possible for teams to react to developments in
the business more quickly.
3. Allows for the quick acceptance of new technologies and
the minutes-long rollout of new systems.
4. Increases output by letting workers utilise the
instruments they are most familiar with.
5. Gives workers more happiness by allowing them to utilise
the tools they enjoy.
How can businesses reduce the risk of shadow IT?
While eliminating shadow IT is very difficult, there are best practices for reducing its impact, such as making IT-approved resources more user-friendly by:
- 1. Teaching staff members about the dangers of shadow IT
- 2. Insuring that workers, even those accessing them remotely, have simple access to the resources they require
- 3. Assembling an accessible list of IT-approved suppliers and services
- 4. Conducting SaaS evaluations to proactively identify shadow IT
- 5. Putting user experience (UX) first
- 6. Supplying assistance with tool integration
- 7. Simplifying the user account
- 8. Utilising operating systems that staff members are accustomed to.