The proliferation of digital tools often gives rise to various challenges within organizations. Among these is shadow IT (1). As the head of IT, you bear the heavy responsibility of maintaining control over the IT environment to improve its performance, security, and data governance. To do so, your mission—should you choose to accept it—is to regain control over shadow IT. Here’s how.
Shadow IT: The CIO's Nightmare
Shadow IT refers to digital tools that are integrated into an organization’s IT infrastructure without the approval of the IT department — even though it is responsible for ensuring their security and operational readiness. This phenomenon is common in most companies: on one hand, there is the “official” IT system, which includes approved general-purpose and line-of-business software; on the other, there are all kinds of applications that employees install and use without informing the CIO.
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Very often, these are applications that address a need not met by the software made available to them, or at least not satisfactorily. Employees find these tools to be daily allies, helping them optimize their productivity or streamline certain tasks. The applications deployed in this way are generally state-of-the-art, user-friendly, easily accessible, and “mobile-friendly”… Although they are considered effective by employees, they potentially represent a risk to the company.
In fact, using these unregulated apps can lead to a variety of problems, ranging from minor glitches to serious issues.
- Lack of informationdue to restricted circulation
- Internal processes not followed
- Lack of compliance that harms the company’s reputation (GDPR, etc.)
- Leakage, loss, and theft of strategic or confidential data
- Security vulnerabilities, or even cybercrime
Fortunately, there are solutions available for CIOs concerned about shadow IT.
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Shadow IT: Should It Be Banned?
To combat shadow IT and bring order to their IT systems, some companies choose to simply and easily block access to any unvalidated solution by the CIO. The applications subject to these restrictions are primarily social media and instant messaging platforms, which are known to be prime targets for malware… and the leading cause of employee unproductivity…
Cependant, cette stratégie est-elle réellement efficace ? Chez DAMAaaS, nous sommes convaincus que les utilisateurs trouveront toujours un moyen de contourner l’interdiction ! Nous l’avons constaté pendant la crise sanitaire, avec l’essor soudain du télétravail : lorsque le DSI ne met pas à disposition des collaborateurs les moyens de collaborer efficacement à distance, ils trouvent des solutions par eux-mêmes. Ce qui ne fait que nourrir les incompréhensions entre les interlocuteurs…
A failure to listen to and address the needs expressed by employees can only undermine the relationship between IT and business units. Experience shows, however, that it is actually improving! In fact, the CIO tends to position themselves as an ally of the business units, open to their requests. It is therefore more beneficial for you to support employees in adopting and selecting the right tools, rather than turning a blind eye to their needs.
Why not, for example, create a truly digital workplace to enable them to build solutions tailored to their needs?
Controlling shadow IT: What if the CIO were in charge?
To prevent employees from using tools without your knowledge, you can take the following steps: provide them with a toolkit which fits perfectly into their daily lives. This type of solution, which offers build apps without coding (excluding mobile platforms), in just a few days, allows you to address a wide range of business challenges. In this way, you can gradually but surely establish a digital workplace. In other words, a single, shared digital workspace bringing together all the tools and processes your employees need to do their jobs.
Plateforme no-code aux multiples possibilités, l’environnement DAMAaaS booste justement la collaboration et la productivité. Il comble, en toute simplicité, les “trous dans la raquette” des besoins métiers : vos collaborateurs travaillent avec des solutions qu’ils apprécient, au design et à l’ergonomie modernes, le tout dans des conditions de sécurité optimales. Le plus ? DAMAaaS rend possible les interconnexions, API et autres connecteurs avec des briques existantes des SI des entreprises (ERP, CRM…).
Pour réduire considérablement le shadow IT, l’enjeu est de replacer les métiers au cœur de vos préoccupations et de réinventer leur environnement de travail. Si vous ne prenez pas le temps de considérer leurs besoins, le shadow IT continuera sans aucun doute à progresser. On vous montre plus en détails ce que DAMAaaS peut faire pour vous ?
(1) Shadow IT refers to information and communication systems developed and implemented within organizations without the approval of the IT department. (Wikipedia)
