Learn from the mistakes of shadow IT: don’t let generative AI go underground
Genative AI (GenAI) has been hugely popular with the public for over a year, but adopting a technology with such disruptive potential in the business world takes longer. In fact, many organizations still remain resistant to introducing GenAI into their business models in any capacity, with security issues being the primary reason for their concerns.
The potential productivity benefits of GenAI are outweighed in the minds of senior executives by the danger of data ending up in the wrong hands. But what if this refusal to adopt AI in a formal capacity, or create firm policies on AI use, creates a culture of covert AI use and is already putting sensitive data at risk?
We saw this same dynamic with shadow IT just a few years ago.
Enterprise architect for SnapLogic.
What is shadow IT?
Shadow IT describes technology, both software and hardware, that is used in workplace practices or activities without the knowledge or approval of the IT team. This can be as simple as accessing secure workplace networks through an unsecured phone, accessing confidential files through a personal laptop, or using a cloud service without central IT management oversight.
For IT professionals, the term ‘shadow IT’ should ring alarm bells. Unknown devices or software accessing organizations’ data can lead to security issues, data breaches and breaches of data regulations; all serious events that could jeopardize the integrity and reputation of any company.
In today’s technological landscape, AI tools are the latest innovations that deliver potential value at all levels of business, while also representing the new concern for IT teams looking to keep their organizations risk-free. Without adequate measures, companies face a significant challenge: ensuring that their employees use AI responsibly, without resorting to the kinds of practices we used to call “shadow IT.”
However, history has shown that with any major new technological advance that promises new capabilities and substantial benefits, this type of unofficial use is likely to emerge…
iPhones and GenAI – not so different, you and me
In many ways, the current atmosphere around GenAI is similar to the iPhone boom of the late 2000s; the monumental launch that first defined shadow IT and its potential impact.
During this time, companies found that more and more employees were adopting this new technology for which they were not adequately prepared. Previously, only a small minority of employees brought personal laptops or early smartphones to the workplace, but the launch of the iPhone created significant demand for new mobile management practices.
When such policies were not implemented, employees took it upon themselves to change the way they worked with their new devices, often redirecting email and documents to their personal accounts in order to use their iPhones. Many organizations recognized the risks posed by a wave of new technology accessing sensitive data, but also saw the benefits of a more accessible workforce on the go, with the iPhone essentially offering many of the capabilities of a portable computer without the dimensions and capabilities of a portable computer. weight of a laptop. The biggest losers from the situation were the IT leaders who risked the security of their organizations by not addressing the problem at all.
GenAI in the workplace
Like the iPhone, GenAI has entered the consumer market. Although some companies refuse to acknowledge the new technology in their midst, many people are already using it to improve their work. Services like Grammarly and ChatGPT have become everyday tools that have justified their status with proven business value, and the workforce knows it.
The fact is that companies that fail to recognize and monitor the wave of AI tools and services already in use may be unprepared for the evolution of the threat landscape this has created. Employees see the benefits of using AI for productivity and are not shying away from using it in the workplace, whether allowed by the IT department or not.
In fact, SnapLogic’s recent Generative AI survey found that 40% of office workers surveyed had used GenAI for work without disclosing it to their employer or colleagues. Combine this with a slightly more worrying figure: more than two-thirds say they don’t understand AI enough for their role, and it becomes clear that a lack of instruction and training from organizations isn’t stopping employees from using GenAI in their work. areas that could compromise sensitive data.
The research results also show that there are opportunities for companies to implement education policies and promote AI best practices to their workforce. Employees use GenAI because they see the benefits it can bring them. 47% say they think GenAI can save them 6 to 10 hours of work per week in the future. This is not just a risk that needs to be mitigated; it’s an opportunity to take advantage of technology that delivers measurable business value when the right safety measures are in place.
The smart business leader will see these parallels and learn from the mistakes of previous examples of shadow IT, advancing an AI strategy that enables employees to realize the transformative productivity benefits of generative AI while avoiding the risks that could arise by unidentified AI tools or unapproved AI tools. practices.
Moving forward
The key takeaway here is that we shouldn’t be completely hands-off with the wave of GenAI tools available. IT departments should instead form a consulting partnership with the rest of their business, providing much-needed guidance on how to engage with AI in a way that encourages safe use while maximizing productivity where possible. This should be combined with defined guardrails that allow employees to experiment without exposing the company to risk. The ultimate goal is to draw inspiration from mass-market consumer AI and replicate its many productivity benefits in a business environment, using the organization’s own data to simplify processes, improve accuracy, and make operations more user-friendly to create – by using natural language. requests access to internal systems and, for example, remains compliant with relevant security and regulatory policies.
Creating an atmosphere of openness and curiosity will lead to visibility about any AI adoption, allowing proper evaluation of its risks and benefits. By providing this, IT teams can build trust within their organization while eliminating the risks of what could potentially be a game changer for productivity and efficiency.
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