How To Manage Unauthorised Applications In Your Business

Summary

This guide helps you troubleshoot and resolve: How To Manage Unauthorised Applications In Your Business. Follow the steps below to fix the issue.

Common Causes

Shadow IT refers to the use of software, applications, or cloud services within your organisation that have not been approved or managed by your IT provider. While employees often adopt these tools to improve productivity, unauthorised applications create significant security risks, compliance gaps, and potential data loss. This guide explains how to identify unmanaged tools and implement a centralised approval process to keep your business data secure.

Quick Fix Steps

1. Audit current software usage across all employee devices.
2. Compare discovered applications against your approved software list.
3. Block or remove unauthorised applications where possible.
4. Establish a formal request process for new software.
5. Document all approved licences in a central register.

Detailed Instructions

Step 1: Identify Unauthorised Applications

Begin by creating an inventory of all software currently installed on business devices. This includes desktop applications, browser extensions, and cloud-based services.

1. Request a device inventory report from your IT provider.
2. Check the Installed Apps list on Windows via Settings > Apps > Installed apps.
3. On macOS, review applications in the Applications folder via Finder.
4. Review browser extensions by opening the browser menu and selecting Extensions or Add-ons.
5. Analyse network traffic logs to identify cloud services being accessed from business IP addresses.

Step 2: Categorise and Risk-Assess

Not all unauthorised software poses the same level of risk. Categorise each application based on how it interacts with business data.

• High Risk: Tools that store or sync sensitive client data, financial records, or intellectual property outside the organisation.
• Medium Risk: Productivity tools that access business email or calendars without administrative oversight.
• Low Risk: Utility tools that do not handle business data but still lack licensing and patch management.

Step 3: Remove or Block Unauthorised Software

Once high-risk applications are identified, remove them from devices or block access at the network level.

1. Uninstall unauthorised desktop applications using the Uninstall button in Settings > Apps > Installed apps.
2. For macOS, drag the application from the Applications folder to the Trash and empty it.
3. Ask your IT provider to block the application domain via your business firewall or DNS filtering service.
4. Remove unauthorised browser extensions by clicking Remove in the browser's extension management page.

Step 4: Implement a Centralised Approval Process

To prevent future shadow IT, establish a clear workflow for requesting and approving new software.

1. Create a list of approved applications for common business functions (e.g., word processing, accounting, project management).
2. Communicate the approved list to all staff via email or your internal intranet.
3. Require employees to submit a request through your IT provider before installing any new software.
4. Review requests based on security, compliance, and licensing requirements.
5. Once approved, have your IT provider deploy the software centrally to ensure correct configuration and updates.

Step 5: Manage Software Licensing

Proper licensing ensures your organisation remains compliant and avoids unexpected costs or legal issues.

1. Maintain a central register of all software licences, including purchase dates, renewal dates, and the number of seats.
2. Assign licences to specific users or devices rather than sharing generic logins.
3. Use volume licensing or business subscriptions where available to simplify management.
4. Conduct a quarterly audit to identify unused licences that can be reclaimed or cancelled.
5. Ensure all software is kept up to date with the latest security patches.

Troubleshooting

Employees Resist Using Approved Alternatives

If staff continue using unauthorised tools because they prefer the features, review whether your approved alternative meets their needs. If not, submit a request to your IT provider to evaluate the preferred tool for official approval.

Unable to Uninstall Managed Applications

Some applications may be installed by your IT provider and protected from removal. If the Uninstall button is greyed out, contact your IT provider to request removal.

Cloud Services Difficult to Block

Web-based applications that do not require installation can be harder to restrict. Your IT provider can implement DNS filtering or conditional access policies to block access to unauthorised cloud services on business networks and devices.

Still Having Issues?