Let’s talk about something quietly sabotaging your business from the inside out.
It's called Shadow IT—and it’s not nearly as cool as it sounds.
Shadow IT is when employees use unapproved apps, devices, or platforms to do their jobs. Maybe they think they’re being helpful. Maybe they’re just trying to work around your clunky systems. Either way, it’s a massive liability.
Let’s break it down with two actual situations we’ve seen firsthand:
An employee decided it was easier to store their work in a personal Google Drive instead of the company’s shared environment. Even worse, management knew but allowed the employee to do so out of convenience. Then they left the company. Guess what they took with them?
Everything. All the work they had been paid to do, quotes, project files, internal documentation—gone. The company had no backup, no access, and no legal muscle to force a return.
Another employee took it upon herself to implement a third-party password manager. She didn’t tell IT. Again, leadership knew but did not involve IT to ensure proper administration of the software. Others started using it too. When she was fired, she revoked access for everyone else but kept her own.
Now the company had no access to key credentials for systems, tools, and client platforms. Total lockout.
You might think, “They were just trying to get the job done.” But here's what you're risking:
Data Loss – Work stored in personal accounts walks out the door.
Security Breaches – Unapproved apps may lack encryption or MFA.
Compliance Failures – Sensitive data in unauthorized tools = legal trouble.
Legal Roadblocks – Need to gather records for a lawsuit or subpoena? Not gonna happen if your team has been freelancing with tools you can’t access.
Employees usually aren’t being malicious. They’re just trying to solve problems fast. Shadow IT is often a symptom of a bigger issue:
Clunky tools
Slow approval processes
Lack of training
Leadership not setting clear boundaries
That doesn’t make it okay—it makes it your responsibility to fix.
Audit & Investigate – What’s being used? Where is company data?
Preserve Data Immediately – Export anything critical before accounts are deactivated.
Reinforce Policies – Update your employee handbook to make expectations clear.
Implement Technical Controls – Endpoint monitoring, DNS filtering, or CASB tools can help detect unauthorized usage.
Communicate Clearly – Let staff know this isn’t about punishment. It’s about protecting their work and your clients.
Trying to innovate? Great—just do it responsibly:
Require any new software to go through a quick vetting process.
Ask questions: Can we revoke access easily? Is it secure? Can we audit usage?
Loop in both IT and leadership early. Avoid rogue rollouts.
Think long term: What happens if the person who sets it up leaves?
If a lawsuit hits or regulators come knocking, you need to be able to access records, emails, and files across your systems. Shadow IT makes this nearly impossible.
No access = no way to respond.
That means delays, fines, and legal headaches—all because someone decided to get creative with tech.
If you’re serious about protecting your business, it’s time to bring shadow IT out of the shadows.
✅ Get visibility
✅ Set expectations
✅ Vet tools before they become the default
✅ Act fast when something seems off
The longer you ignore it, the worse the fallout when someone leaves, gets fired, or clicks the wrong thing.
Want help identifying where your data actually lives—or what tools your team is quietly using behind your back?
Book a no-cost, no 🐂💩 assessment to find out what's lurking in the shadows of your company's IT—before it costs you clients, cash, or your sanity.