August 7, 2024
You’ve probably used a tool that isn’t approved by your organization without realizing it could be an issue. This practice, known as Shadow IT (and more recently, Shadow Saas), is relatively commonplace in businesses. So what is it exactly? Simply, it’s the use of devices, software, applications, and services without explicit approval from the IT department.
It mostly happens when employees use tools that they feel are more effective or convenient than the official options provided. But Shadow IT also be considered something as benign as the installation of software at an event, or sending a message via WhatsApp to a colleague about work-related topics.
While many of these unsanctioned tools may enhance productivity, Shadow IT can also cost businesses money and create interdepartmental silos, along with greater cybersecurity risks.
Examples of Shadow IT
Shadow IT can take different forms, from simple software applications to complex cloud services. The following examples are only relevant when tools are unvetted, or there is no oversight by the IT department:
- Email accounts – employees using personal email accounts for work-related communication
- Messaging apps – using messaging platforms such as WhatsApp or Slack without oversight
- Cloud storage – utilizing services like Dropbox or Google Drive for sharing or storing files
- Project management tools – employing tools like Trello, Monday, Asana, or the popular multi-use tool Notion
- Software development tools – accessing development tools and environments along with non-Enterprise versions of ChatGPT or other GenAI tools
- Conference tools – downloading tools from conferences or external sources
How Much of a Problem Is It Really?
Although it’s difficult to quantify, Gartner is cited in various articles as stating that Shadow IT accounts for 30-40% of IT spending, while the Everest Group has published a figure closer to 50% or more.
However, Capterra admits that while teams using unsanctioned tools may increase cybersecurity risk, they are often creating something valuable for the organization.
In their survey of 300 IT professionals, 94% also stated that IT project managers – seen as the bridge between IT and the business – have an important role to play in fostering a collaborative culture and helping with the adoption and integration of tools into the wider organization.
Shadow Communication on Slack and Microsoft Teams
A common example of Shadow IT is when employees use Slack, but their organization has dictated that they use Microsoft Teams or Google Chat. This can create what is known as shadow messaging or shadow communication. While it may improve efficiency inside some teams, it can also lead to siloed information and information that isn’t retained by the organization.
Read: Silo Mentality Is the Enemy of Workplace Efficiency
We have observed that Customer Service and IT teams either prefer to work from Slack, or they need to communicate with customers or providers that use Slack. This means that even if an organization mandates that employees use Microsoft Teams, it doesn’t always happen. Departments may also have specific integrations or workflows set up that Microsoft Teams doesn’t offer, leading to teams using different messaging platforms.
Another reason for shadow messaging is when a merger or acquisition has recently occurred and each company uses different messaging programs. Harmonizing systems and onboarding employees to adopt new tools is already a significant challenge, and addressing the potential for silos and shadow messaging is just as important.
Currently, there are solutions on the market like M.io which offer chat interoperability between Google Workspace and Microsoft 365. But when it comes to a Microsoft Teams and Slack integration, there are very few options that can support direct chat and group messaging.
Read: How to Connect Microsoft Teams and Slack
Conclude Link: The Solution To Shadow Messaging
To connect Microsoft Teams and Slack (thereby addressing the issue of shadow messaging), we developed Conclude Link. This solution allows team members from different workspaces, teams and channels to chat directly with each other, or in group chats, while sharing files and more.
We believe that unifying communication channels within an organization reduces the risks associated with shadow messaging and interdepartmental silos. Unlike connector tools such as Zapier, Conclude Link allows for secure, bi-directional communication on either platform.
Read: Conclude Versus Automation and Connection Tools Like Zapier
By allowing employees to collaborate from their preferred messaging platform, overall efficiency, cross-team collaboration and employee happiness can be improved.
Ready to try it out? Get started here (free for 14 days) or sign up for a demo call with one of our team members to learn more.
