How to Prevent Shadow IT Among Remote Employees

Remote work has become a norm for many, allowing employees to work from home or anywhere with internet access. While this offers convenience, it also opens the door to a growing issue known as Shadow IT. Shadow IT occurs when remote employees use unauthorized apps, software, or services to perform tasks.

This practice can create security vulnerabilities and expose sensitive information to cyber threats.

As a remote worker using a Windows computer, it’s crucial to understand Shadow IT, why it’s a problem, and how to prevent it from protecting your personal and work data.

What is Shadow IT?

Shadow IT occurs when you use unapproved or unofficial technology, such as software, apps, or cloud services, to get work done. If your employer hasn’t provided specific tools for collaboration, it might seem harmless to use personal tools like Google Drive, Dropbox, or Slack.

Cisco reports that 80% of employees engage in shadow IT. Many individuals choose this route for convenience and productivity, believing they can work more efficiently with personal devices and preferred software rather than relying on company-approved IT resources.

However, this can expose company and personal data to security risks, including malware infections, which can enter your system through unsecured apps or cloud services. 

7 Ways to Protect Yourself from Shadow IT

As a remote worker using a Windows computer, there are practical steps you can take to avoid Shadow IT and safeguard both your work and personal data.

Stick to Authorized Software

One of the simplest ways to avoid Shadow IT is to use only the apps and software your employer has approved. Ensure you use the provided tools for communication, file sharing, and collaboration. If your company offers Microsoft Teams or OneDrive, ensure you use those rather than third-party services.

Keep Your Windows OS Updated

Running the latest version of Windows is essential to maintaining your computer’s security. Updates often include critical patches that fix vulnerabilities in your system. By keeping your OS up to date, you lower the risk of malware and other security threats from unauthorized apps.

Enable Windows Defender and Firewall

Ensure that Windows Defender and Firewall are enabled on your computer. These tools provide an added layer of protection, especially when working remotely. Windows Defender scans for malware, while the Firewall monitors incoming and outgoing network traffic, blocking unauthorized apps from accessing your system.

Avoid Using Personal Accounts for Work

Avoid using personal email accounts or cloud storage for work-related tasks. Instead, use your company-issued email and file-sharing platforms to ensure your data remains secure and complies with company policies.

Use Anti-Malware Software

While Windows Defender is effective at catching common threats, it may only see some types of malware, incredibly sophisticated or emerging ones. Using a dedicated anti-malware program provides an extra layer of security that can identify and remove threats Windows Defender might miss.

Programs like Fortect specialize in detecting advanced forms of malware, ransomware, and other threats that could come from Shadow IT tools.

Fortect offers advanced real-time protection against malware and unsafe browsing. If you’re using tools like Google Drive or cloud services to streamline your work, and your company hasn’t provided the necessary tools, it’s essential to protect yourself. Use a reliable anti-malware and antivirus solution to safeguard your system. 

These tools will scan all your installed apps and software for potential threats, such as malware and other cyber risks, that can contribute to a Shadow IT issue.

Download and install Fortect now.

Use a Virtual Private Network (VPN)

If your employer provides a VPN, always use it when working remotely. A VPN encrypts your internet connection, making it more difficult for hackers to access your sensitive data, especially when using public Wi-Fi.

Educate Yourself About Security Risks

Take time to educate yourself about the potential security risks of Shadow IT. If your company doesn’t provide training, look for online resources that explain the dangers of unauthorized software use. This awareness will help you make more informed decisions about your work tools.

Why Shadow IT is Happening

• Lack of Official Tools

When remote employees don’t have access to the right tools, they use their apps to meet their needs. For example, if your company doesn’t offer a reliable file-sharing platform, you might use your personal Google Drive.

• Convenience Over Security

Employees often turn to apps they are comfortable with, even if the company doesn’t authorize them. While these tools may be user-friendly, they usually don’t meet security standards, putting personal and corporate data at risk.

• Poor Communication or Policies

Sometimes, companies fail to communicate the risks of Shadow IT or don’t provide clear guidelines about what tools to use. This lack of clarity can encourage you to use unsecured platforms as a remote employee.

How Shadow IT Can Put You at Risk

Using unauthorized apps exposes you to several security risks. Here’s what could go wrong:

• Data Breaches: Unauthorized tools may not have the proper encryption, making your files and personal data vulnerable to hacking.
• Compliance Issues: Some industries require specific regulations to be followed when handling data. If you’re using unauthorized software, you may unknowingly violate these rules.
• Malware: Certain websites or applications you access online can hide malware, which can infiltrate your Windows computer and cause significant security problems. These malicious programs can be embedded in downloads, ads, or even legitimate-looking apps, putting your data and system at risk.

How Companies Can Help Remote Employees Avoid Shadow IT

While preventing Shadow IT primarily falls on the employee, companies can play an active role in reducing its occurrence:

• Provide the Right Tools: Companies should equip remote employees with the proper tools to securely collaborate, communicate, and share files.
• Create Clear Policies: Clear communication about the risks of Shadow IT and guidelines on approved software will help remote workers understand what is expected of them.
• Offer Security Training: Regular training sessions can help employees stay updated on the latest security threats and the importance of using authorized software.

Conclusion

Shadow IT is a real risk for remote workers, especially when using a Windows computer without the proper security. By sticking to authorized tools, keeping your OS updated, and enabling built-in security features, you can protect your personal and work data from the dangers of unauthorized software. Stay informed, stay secure, and always prioritize safety over convenience.