Picture this: A well-respected developer at a major U.S. firm was marked as a “top performer” year after year. Behind the scenes, though, he was quietly mailing his company security token overseas so a consulting firm in China could log into the corporate VPN and write his code for him, while he spent his workday browsing Reddit and watching cat videos. (Yes, this really happened. Here's the story.)
That might sound extreme, but it highlights a bigger reality: employees will sometimes take shortcuts. Whether it’s outsourcing their own work or installing tools your IT team doesn’t know about, these kinds of workarounds fall under the umbrella of shadow IT. And while the intent isn’t always malicious, the risks are very real.
What Shadow IT Really Looks Like
Shadow IT often starts small. Someone downloads Dropbox or Google Drive to move files more easily. A team decides to coordinate in Trello because it feels simpler than your official project management system. Or an employee, frustrated with weak Wi-Fi coverage, plugs in a cheap wireless access point they picked up online. None of these actions are announced, documented, or reviewed. To the person doing it, it just feels like “getting the job done.” To the business, it’s a potential liability waiting to happen.
Why It’s a Problem
The danger with shadow IT is that it removes visibility and control. When employees introduce their own tools or devices, they bypass the security measures you’ve put in place. A rogue access point, for instance, might create an unsecured Wi-Fi network that attackers can slip into without anyone noticing. An unapproved app might handle sensitive information without proper encryption, exposing data to leaks or theft. And once your data is scattered across personal accounts or outside services, it becomes nearly impossible to guarantee compliance with regulations like HIPAA, PCI, or SOC 2.
The other problem is response. If something goes wrong - if there’s a breach, or if data is lost - your IT team can’t protect systems it doesn’t even know exist. That lack of awareness is often the biggest risk of all.
Why Employees Do It
It’s important to understand that most shadow IT isn’t driven by bad intentions. People just want to work more efficiently. If the official tools feel slow, restrictive, or hard to use, employees will look for alternatives that get the job done. In their minds, they’re being resourceful. But in practice, they’re creating vulnerabilities that affect everyone.
How to Address It
The solution isn’t to crack down harder or make life more difficult for your staff. Instead, open the conversation. Ask your teams what they’re using and why. Very often, shadow IT reveals gaps in the official tools or processes you’ve provided. If employees are resorting to Dropbox, maybe your secure file-sharing system isn’t meeting their needs. If they’re plugging in rogue access points, maybe your wireless coverage needs attention.
By understanding the “why,” you can provide secure, approved alternatives that satisfy the same needs. Pair that with clear policies and regular reviews, like vulnerability assessments, and you can keep shadow IT from undermining your security without stifling productivity.
Shadow IT usually doesn’t start with a grand act of defiance. It starts with someone just trying to make their day easier. But left unchecked, it can open the door to security risks, compliance failures, and data breaches. The best defense is awareness and making sure your employees have safe, supported tools to do their jobs right.