Your employees might be the biggest risk to your business’s cybersecurity—and not because they click weird links. The real danger? They're quietly using apps your IT team doesn’t even know about. These unapproved tools are called Shadow IT, and they’re a huge blind spot for SMBs right now.
Start with a FREE cybersecurity risk assessment. It’s quick, easy, and could save your business from a nasty breach.
What Shadow IT Looks Like Inside Your Business
Shadow IT sounds spooky—and honestly, it kind of is. It’s any tech your team uses without IT approval. Here’s what that might look like:
- Storing client files on personal Google Drives or Dropbox accounts
- Using tools like Asana, Trello or Slack without IT’s OK
- Messaging coworkers through WhatsApp or Telegram on company devices
- Running AI tools or automation apps that IT hasn’t even heard of
Each one of these examples opens your business to serious risk.
5 Reasons Shadow IT Is a Silent Killer for SMBs
It’s not the apps themselves—it’s the lack of oversight. If IT doesn’t know it’s there, it can’t protect it.
1. Leaked Data Through Unsafe Sharing
Sensitive files get sent over personal accounts, unencrypted and unmonitored. That’s a gift to hackers looking to intercept company data.
2. Outdated Apps = Easy Entry for Hackers
Your IT team patches approved software regularly. Shadow IT? Not so much. Outdated apps are like unlocked windows in your digital office.
3. Big Fines from Compliance Violations
Using tools outside your approved stack can violate data privacy laws in Canada. Yes, that could mean legal headaches or even fines.
4. Malware Disguised as “Helpful” Tools
Some apps are just malware in disguise—especially free ones. Once installed, they can hijack devices and spy on your entire network.
5. No MFA = Easy Account Takeover
Many shadow apps don’t support strong logins like MFA. Hackers love weak login tools—it’s how they get into your systems.
Why Staff Go Rogue with Tech (and What to Do About It)
They’re not doing it on purpose. They’re just trying to make work easier. But easy for them could mean devastating for your business. Here’s why they do it:
- Approved tools feel clunky or slow
- They want to save time (and avoid IT)
- They don’t understand the risks
- Approval processes seem like a hassle
And then apps like Vapor show up—remember the one that got 60 million downloads before it was exposed for ad fraud? That’s the kind of threat you let in when Shadow IT goes unchecked.
5 Ways to Eliminate Shadow IT Before It Costs You
1. Build an Approved App List
Create a living document of tools that are safe, updated, and greenlit by IT. Keep it easy to find and update it often.
2. Lock Down App Installations
Set up controls on work devices so only approved apps can be installed. If an employee wants something new, they request it first.
3. Make Cybersecurity Part of Onboarding
Teach your team that Shadow IT isn’t helpful—it’s dangerous. They’ll be less likely to download risky tools if they know the cost.
Related reading: Cybersecurity starts with your employees
4. Watch Your Network for Suspicious Activity
Use smart monitoring to flag tools that shouldn’t be there. It’s like a bouncer for your digital infrastructure.
5. Beef Up Endpoint Protection
Install endpoint detection (EDR) so you know exactly what apps are running and when. Think of it like a security camera for every company laptop.
Shadow IT Isn’t Just a Buzzword—It’s a Growing Threat
The longer you ignore unauthorized apps, the more vulnerable your business becomes. This isn’t just about software—it’s about your reputation, your client data, and your ability to keep operating safely.
Don’t let a rogue app take that away. Book your FREE cybersecurity risk assessment today to get ahead of the threats.
