If you run a business in Bristol, you’ve probably seen it happen: someone on the team starts using an app, cloud service, or personal device to “make work easier.” Maybe it’s a file-sharing app, a new project tool or even their own laptop at home. This is known as shadow IT, technology in your business that isn’t officially approved or managed by IT. It might seem harmless, even helpful, but it can quietly create serious risks: cyber attacks, downtime, and hidden costs.

Why Shadow IT Happens

Most of the time, employees aren’t trying to break the rules, they just want to get work done quickly. If your approved systems feel slow or restrictive, it’s easy to understand why someone would reach for a personal tool.

The Risks of Shadow IT for SMBs

When employees bypass IT controls, it’s not just policy that’s broken, security is too. Shadow IT increases the chance of ransomware, phishing attacks, or accidental data leaks. There have been several UK SMBs hit hard this way: one small business lost thousands of pounds after sensitive files stored in an unapproved cloud service were accessed by cybercriminals.

Beyond cyber risk, there’s downtime. If a critical process relies on an unapproved tool and it fails, your team can be stuck until the IT team can fix it, losing hours or even days of productivity. Don’t forget the hidden costs: extra software licenses, support time and the headache of reconciling rogue apps with company systems.

How SMBs can get Control of Shadow IT

Here’s the good news: you don’t need to police your staff like a hawk. It’s about visibility, security, and making smart choices.

1. See what’s being used – Conduct an audit or use tools that reveal hidden apps and devices. Knowing what’s in play is the first step.
2. Secure and comply – Make sure any tools meet GDPR, encryption and data protection standards. Shadow IT often ignores this entirely.
3. Support and manage properly – Centralised IT support reduces downtime and keeps processes running smoothly.
4. Provide good alternatives – If employees have easy, secure tools that work well, they’re less likely to go rogue.

At Three Cherries, we help Bristol SMBs get visibility of shadow IT, tighten security, and provide tools and guidance staff actually want to use. It’s about making IT work for your business and not against it.

Shadow IT isn’t about blaming others. It’s about recognising how your team works and putting in place systems and support that protect your business without slowing it down. If you want to see what might be hiding in your IT environment and reduce the risk of cyber-attacks and costly downtime, get in touch. At Three Cherries, we take the gamble out of business technology.