What is shadow IT?

Shadow IT refers to the use of information technology systems, applications, devices, or services without explicit approval or oversight from an organization’s IT department.

In the context of Microsoft 365, shadow IT often includes:

• Employees creating Teams, SharePoint sites, or Groups without IT knowledge.
• Use of third-party apps connected to Microsoft 365 without vetting.
• External sharing of files and data through unofficial channels.
• Automation or Power Platform workflows created without governance controls.

While often driven by good intentions such as boosting productivity or speeding up collaboration, shadow IT introduces significant risks, including data leaks, compliance violations, lack of visibility, and unmanaged sprawl. Effective governance strategies aim to balance user empowerment with appropriate oversight to reduce shadow IT while maintaining agility.

How to prevent shadow IT?

Tools like Syskit Point provide centralized visibility and control by offering:

• A unified inventory of Teams, SharePoint sites, Groups, Power Platform apps, and workflows.
• Real-time access management and auditing to detect unauthorized usage or external sharing.
• Automated governance policies that enforce lifecycle management, access reviews, and cleanup of unused or risky resources.
• Enhanced reporting and alerting to identify shadow IT risks and take proactive action.

Using these solutions, IT teams can lower the risk of shadow IT while still giving business users the flexibility they need. This helps keep Microsoft 365 secure, compliant, and cost-effective; without getting in the way of productivity.