Shadow IT: Best Practices & Tips

Shadow IT Policy: Best Practices & Tips

Stanislaw Lee

Shadow IT was a problem for managers and security departments long before it debuted in SaaS. However, organizations today tend to use more SaaS applications than ever and this led to the full blossom of shadow IT.

Nowadays, employees in companies of all sizes demand to use applications or services that will suit them for completing their tasks. Aside from that, they expect to be able to run their apps on their own devices. Most of employees will use their apps without checking with IT teams in the first place.

By using traditional methods or a stack of management programs for trying to control applications of your employees, you may not reduce the prevalence of shadow IT. Beyond that, you may spend a lot of time as well as efforts on dealing with shadow IT and that is highly counter-productive. The following practices show how to handle shadow IT in your organization and how use its benefits for your advantage.


Change Your Attitude

The first step to effectively manage IT is changing your attitude toward SaaS applications. Some organizations heavily underestimate consequences and danger of shadow IT adoption and some of them completely restrict access to personal applications and devices.

Companies need to acknowledge that shadow IT could be harmful for their security and budget but it doesn’t mean that companies should focus exclusively only on its negative effects.  Shadow IT could brings advantages to your company like:

• Encouraging in researches of better apps

• Boost in productivity and business agility

• Flexibility and quick solutions for business needs

Refer to this article if you want to learn more about challenges and benefits of shadow IT.

 

Analyze Your SaaS Apps

While it’s important to change traditional IT decision-making processes, it’s even more crucial to do it in a smart way. Organizations should begin a simple analysis of adopted SaaS applications and they need to divide their apps into one of these categories:

Allowed – SaaS applications that are allowed by your IT department and used by a certain employee or team.
Restricted – certain apps may be restricted by IT and security teams. This category should warn your employees what apps are unwanted and blacklisted in your organization.
Shared – this category should include apps that can be utilized by entire company and make every single employee more productive. This category may also include multitenant applications.
Experimental – it’s highly important to understand if a certain app is suitable for your company. Experimental apps can be used by your employees but they require monitoring and research. After initial researches, you can choose whether an app is allowed, restricted or shared.


Enlist Other Departments

Other departments may have some interest as well as skills in filtering shadow IT in your organization. Consult with them and get their support to manage IT even more effectively. For example:

Security – it’s their job to ensure that company is safe and sound. A security team could save a company from various information leaks and protect its sensitive data.
Finance – this team could save your organization from overspending your software budget.
Compliance – this team conducts audits and ensures company compliance with regulations. They could only audit what they know about and they could also ensure license compliance of each app.


Tame Shadow IT with Binadox

Binadox automatically detects all SaaS applications that your employees are using. This platform helps turn every single benefit in your advantage while removing every single drawback. It provides necessary tools for analyzing and monitoring SaaS applications so you know what applications should be allowed, restricted or shared within your company.

Binadox also provides information that is useful for your other departments, not just IT team. Therefore, you can ensure license compliance, minimize security risks, and keep your employees productive and your business flexible. Check out Binadox to see how we can help.

 

Keywords: shadow it policy