Get rid of Shadow IT with No-code Ops Management

The advent of cloud computing has seen a massive rise in the number of services available at our fingertips. A simple google search gives you a list of designated SaaS solutions hosted on the cloud, all you have to do is log in and you're ready to go. But if you pay close attention, a troubling pattern arises from this accessibility: if a service is so simple to use, how challenging is it to then keep track of them? According to Osterman Research, 97% of cloud applications being used in companies are unsanctioned, because employees or departments purchase services that keep the IT department or decision-maker in the dark. As a result, apparently, only 3 out of 10 organizations know where their cloud costs are going, which is an extremely concerning figure at a time when companies are constantly investing in organization-wide visibility.  

But, the cost is not even the biggest reason to be wary of ever-surging shadow IT, it's the risk of having your confidential data left vulnerable to any kind of breaches. According to a Gartner study, the use of Shadow IT is the cause of 30% of security breaches, and as the value of data increases, so does the average cost of a data breach, with estimates close to $4.35 million. While containing the sprawl is definitely a step in the right direction, business owners need to eliminate the issue from its very root. Employees or teams use shadow IT because they believe the current software does not meet their needs or presents challenges that are difficult to overcome when deadlines are approaching. There has to be a solution to this, after all, shadow IT has been a problem for more than a decade now.

No-code platforms were created with the idea that users' needs would change constantly and that they would thrive at being able to create applications entirely on their own terms. This core idea clearly overlaps with the root cause that has given birth to the shadow IT sprawl. No-code operations management platforms give teams and employees access to software that enables them to create any type of application without writing a single line of code, thereby reducing the likelihood that they will run into obstacles in a restrictive system. The features listed below provide you with a more detailed understanding of how a single no-code operations management platform can be the solution to all your shadow IT problems.

Centralization

The biggest challenge businesses face is in the aggregation and centralization of data and workflows. With no-code operations management software, all your workflows take place on one single platform, ensuring complete visibility and cohesion. This means that:

• Employees no longer need different tools and software to manage their work.
• All data and information are stored in one location, making it easier to manage and control.
• Communication and collaboration between teams are streamlined, as everyone works from the same platform.

User-friendly Experience

A report by Beezy states that 61% of employees are unhappy with the tech stack at their workplace because of its poor user experience. To make matters worse, being a traditional system, they have no option but to undergo a difficult learning curve to get good at it. Even then, new situations may warrant a similar process, which can get frustrating. With a no-code alternative, it is easier for employees to:

• Adopt and use the software
• Reduce the need to look for alternative solutions
• Quickly complete tasks without the need for extensive training
• Fully utilize the functionalities of the software

Customization

Most employees opt for unsanctioned alternatives when the technology at work fails to deliver what they require. With coded platforms, additional features mean buying whole new software that may or may not be sanctioned by the management. Thus, teams are left in a fix that spurs the need to access multiple SaaS solutions. This wouldn't be the case with a no-code platform, because, you can:

• Create workflows that meet specific business requirements, reducing the need for alternative solutions.
• Ensure that your workflows and processes are tailored to your business needs, increasing efficiency and reducing the risk of errors.

Security

Security, as mentioned above, is the biggest factor that comes into the picture. A report from Cisco stated that the actual number of shadow SaaS services being used by employees was 15 times the number that was estimated by the companies' Chief Information Officers. The huge gap leaves companies unaware and unprepared for any kind of data exchange and security breaches. No-code operations management software often comes with built-in security features, such as access control and encryption, which help to ensure:

• Protection of sensitive business information
• Reduction in the risk of data breaches
• Compliance with industry standards and regulations
• Trust with customers and stakeholders, as they know that their data is being handled in a secure manner.

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The Process

We've gone through all the features and capabilities a no-code operations management platform can add to your organization, in order to eliminate the use of Shadow IT. The crucial question that all business owners have, however, is how the adoption of no-code actually works. We've provided a brief, step-by-step guide to help you choose the best tool and migrate your operations there in order to address this.

Identify all Tools and Software used in your Organization

The first step in centralizing your operations is to identify all the tools and software that are currently being used in your organization. This includes both official tools and software that have been approved by IT, as well as any unofficial tools or software that employees are using without IT's knowledge.

Evaluate the Tools and Software

Once you have identified all the tools and software being used in your organization, you should evaluate each tool and software to determine its usefulness and whether it meets your business needs. This evaluation should consider factors such as functionality, ease of use, security, and cost.

Choose a No-code Operations Management Software

After evaluating all the tools and software being used in your organization, you should select a no-code operations management software that meets your business needs. This software should be able to handle all the workflows and processes that are currently being managed by the various tools and software being used in your organization.

Migrate Data and Workflows to the New Software

Once you have chosen a no-code operations management software, you should migrate all your data and workflows to the new software. This includes both the official workflows and processes that are currently being managed by approved tools and software, as well as any unofficial workflows and processes that are being managed by employees using shadow IT.

Test Workflows

Once you have configured your workflows, it's important to test them to ensure that they work as expected. This involves running through the workflow to identify any errors or issues that need to be addressed. You can also make any necessary adjustments to ensure that the workflow is functioning properly.

Train Employees on the New Software

After migrating all your data and workflows to the new software, you should train employees on how to use the new software. This training should include not only how to use the software but also why it is important to centralize all workflows and processes in one platform.

Monitor and Enforce Compliance

Finally, you should monitor the use of the new software and enforce compliance with your organization's policies and procedures. This includes ensuring that all employees are using the new software for all workflows and processes and that no shadow IT is being used. It also includes monitoring the security of the new software and taking steps to ensure that sensitive data is protected.