Ever find yourself using a cool app at work that wasn't exactly "official"? You're not alone. Shadow IT—the use of tools and services without the thumbs-up from IT—is more common than you might think. It's like sneaking your own snacks into a movie theater; sure, it's convenient, but there might be consequences. In this complete guide, we'll explore how IT teams can prevent shadow IT with smart asset management, keeping things secure without putting a damper on productivity.
We all love quick fixes and user-friendly solutions. When the tools provided by the company feel clunky or the approval process drags on, it's tempting to find our own workarounds. That handy app might boost your productivity today, but it could invite security troubles tomorrow. Let's dive into how smart asset management helps IT teams stay ahead of shadow IT and protect the organization from potential risks.
Step 1: Identify the Causes of Shadow IT
Before you can solve the problem, you need to understand why it’s happening in the first place. Employees don’t bypass IT just for fun; they do it because they feel they have to. Some common reasons include:
- Slow approval processes that make it frustrating to request new software.
- Lack of awareness about existing IT-approved tools.
- The need for specialized apps that aren’t officially supported.
- The belief that IT will say no to everything, so why bother asking?
Shadow IT isn’t just about employees breaking the rules. It’s often a sign that IT policies aren’t aligned with what people actually need to do their jobs efficiently. The key is to acknowledge these gaps and find ways to bridge them.
Step 2: Implement an IT Asset Management (ITAM) System
The best way to prevent Shadow IT is to increase visibility. You can’t control what you don’t know exists. That’s why having a solid IT asset management (ITAM) system is crucial. By embracing solutions that automate asset management, IT teams can enhance tracking and oversight.
ITAM helps businesses track all software, hardware, and cloud-based tools in use across the organization. By integrating AI in management practices, it creates a single source of truth where IT teams can see what’s being used, who’s using it, and whether it’s approved.
With a centralized ITAM system, IT teams can:
- Monitor software licenses to ensure compliance.
- Detect unauthorized applications before they become a problem.
- Ensure employees have access to the tools they need without resorting to workarounds.
Siit makes this process seamless by providing a powerful ITAM solution that integrates with Mobile Device Management (MDM) systems, enabling automated asset tracking and enhanced security. By bridging IT asset management with MDM, Siit helps businesses maintain real-time visibility, enforce compliance, and reduce the risks of Shadow IT.
Step 3: Automate Asset Discovery & Monitoring
One of the biggest challenges with Shadow IT is that it’s constantly evolving. Employees don’t submit tickets saying, “Hey IT, I just installed an unauthorized app!” Instead, they find a tool, start using it, and before IT knows what’s happening, half the team is relying on it.
That’s where automated asset discovery comes in. AI-driven tools can continuously scan networks to identify new applications, devices, and services. These tools flag unauthorized software the moment it appears, allowing IT teams to take action before things spiral out of control.
With Siit’s AI-powered ITAM, IT teams can:
- Automatically detect and log new software and devices.
- Get alerts when high-risk applications are being used.
- Monitor SaaS subscriptions to avoid redundant or unapproved services.
Step 4: Enforce IT Policies & Access Controls
Setting up policies is one thing—getting people to follow them is another. If IT teams want to prevent Shadow IT, they need to enforce security measures while keeping processes simple and user-friendly.
A few ways to do this effectively include:
- Role-based access controls (RBAC): Ensure only authorized employees can install or access certain software.
- Pre-approved software lists: Give employees a catalog of IT-approved tools to choose from.
- Automated policy enforcement: Use AI to block unapproved software installations in real time.
Siit helps IT teams streamline policy enforcement with automated access controls that ensure only the right people have access to the right tools—without the constant need for manual approvals.
Step 5: Provide Employees with Approved IT Resources
The easiest way to stop Shadow IT? Make sure employees have access to the tools they actually need. Many people turn to unauthorized software because they don’t know what’s available or because the request process is too complicated.
A great solution is to set up an internal IT service catalog—a simple, self-serve platform where employees can browse and request approved software. This way, they get what they need quickly, and IT teams stay in control.
With Siit’s automated IT request system, businesses can:
- Make it easy for employees to find and request approved tools.
- Speed up approval workflows so employees aren’t tempted to go rogue.
- Enhance IT service delivery to ensure IT teams maintain visibility over software usage without micromanaging.
Step 6: Educate Employees on IT Security & Compliance
IT security isn’t just the responsibility of the IT team—it’s a company-wide effort. If employees don’t understand the risks of Shadow IT, they won’t see why it’s a problem. That’s why security education is just as important as technical solutions.
Regular training sessions can help employees understand:
- Why Shadow IT is a risk to the business (data breaches, compliance fines, etc.).
- How to request new software through IT instead of installing it themselves.
- The importance of using company-approved applications.
Moreover, efforts to enhance team communication can foster better understanding and cooperation. Instead of being the “IT police,” teams should focus on supporting employees by making the right tools easily accessible.
Curbing Shadow IT Easily
Shadow IT isn’t going away on its own, but with smart asset management, businesses can take back control without making life harder for employees.
By implementing a centralized IT asset management (ITAM) system, automating asset discovery, enforcing policies, and providing employees with easy access to approved tools, IT teams can eliminate security risks while keeping operations running smoothly.
Siit makes this easier by offering a fully automated ITAM solution that helps businesses maintain visibility, security, and compliance. Want to stop Shadow IT before it becomes a bigger problem? Sign up for a free trial and learn how Siit can help your organization take control of IT assets today.
