Cloudapp business account12/22/2023 Step 5: Close Cloud Accounts Not Fitting Your New Cloud Environment Your cloud use policy should be designed to keep shadow IT under control in the future by restricting the use of unapproved cloud tools and giving employees a formal recommendation process if they’d like to suggest an app for approval. You can give your team ownership of the cloud optimisation process by noting any cloud tools employees were using that you’ve chosen to officially adopt companywide. When doing this, you should also explain why this is important. Now is the time to introduce a cloud use policy to your team. Step 4: Introduce a Cloud Use Policy to Your Team We also have a vast range of experience from working with multiple companies in several different industries that you can leverage. We will be able to give you valuable information on things like app integration and automation capabilities. It’s a good idea to review this information and create a cloud optimisation plan with your IT provider. Apps that employees like have the potential to enable better productivity. This is a perfect opportunity to improve your cloud environment because you’ll be learning from users which apps they like and which they don’t. Step 3: Optimise Your Cloud Environment Based On Employee & IT Provider Feedback The second goal is to look for opportunities where you can potentially formally approve and adopt a tool that you find one or more employees have been using. One is the find instances of unauthorised cloud app use so those apps are no longer “in the shadows” and you’re aware of where your business data may be stored. Next, you’ll want to review the results of your employee feedback with two main goals in mind. Step 2: Review Employee Feedback for App Opportunities & Risk Tip: If you’re a Microsoft 365 user, you have free access to Microsoft Forms, which is a simple way to create and send online surveys. Are there any work tools you never log into? If so, why not?.Are there any gaps in our company’s digital tools?.List your 3 least favorite applications.List the top 3 applications that help you the most.List all the cloud applications you use for work.Some questions that you may want to use in your survey include: Survey employees on cloud use to learn where you may have shadow IT and also the reasons why employees may be using alternate apps to the ones your company has provided. If employees feel they’re going to get in trouble, then they may not tell you all the apps they’re using in their workflow. You want to approach this from a stance of optimising not being punitive. Need help rooting out shadow IT to improve security and reduce unnecessary costs? Following is a step-by-step on how you can do it.įirst, you need to find out where you stand as to the use of shadow IT by employees. Companies may be spending more on cloud services than they need to.Data could be lost should the employee leave the company.The company can suffer data leakage from unknown apps.The app can have risky security settings because the IT department doesn’t know about it.Apps may not meet company data protection compliance requirements.Some of the main issues with the use of Shadow IT include: Small businesses, especially, don’t realise the risks of allowing their employees to use cloud apps of their choosing, so they have no cloud use policy in place. It’s important for businesses to stamp out the use of shadow IT, but many of them aren’t sure where to begin. It’s estimated that 20% to 40% of technology spending is outside the purview of the IT department. In many cases, employees are just trying to facilitate their work and be productive, and might not see anything wrong with using a cloud app their company might not know about.īut this use of shadow IT (the term for unauthorised technology use) is a problem for company security and cloud costs. Step by Step: How to Root Out Unauthorised Cloud App Use at Your BusinessĪ surprising number of workers (80%) admit to using cloud apps for work that haven’t been approved by their company.
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