Avoiding "Shadow IT" Through Better Exception Controls
"Shadow IT" refers to employees using unapproved tools or systems outside official channels Dropbox for file sharing, WhatsApp for work messages, or free project management apps. For SMEs, shadow IT is a common security blind spot.
Why Shadow IT Happens in SMEs
- Speed vs. Process – Staff choose quick solutions rather than wait for IT approval.
- Lack of Awareness – Employees don't realize the security risks of unsanctioned tools.
- Limited IT Budgets – Official tools may lack features employees want, pushing them to alternatives.
How Exception Management Helps
1. Visibility
By treating requests for unapproved tools as exceptions, SMEs capture the demand instead of ignoring it.
2. Controlled Flexibility
Employees can request exceptions for tools they need. If approved, IT can implement mitigations (e.g., limited access or encryption).
3. Transparency
Leadership sees patterns of demand for certain tools, which may justify official adoption.
Practical Steps
Exception Request Process
Make it easy for staff to ask for tools rather than bypass IT.
Training
Educate employees on why shadow IT is risky and how exceptions offer a safer alternative.
Regular Review
Exceptions for tools should be reviewed to see if permanent solutions are needed.
Benefits Beyond Security
Managing exceptions reduces shadow IT while giving employees flexibility. Instead of stifling innovation, SMEs empower staff while keeping risks under control.
The Bottom Line
In short, exception management provides the structure SMEs need to minimize shadow IT without slowing down productivity.