Google Workspace Rolls Out More Controls To Keep Your Business Safe But Not For Everyone

Tap the Potential of Shadow It

Give employees tools they love while keeping your company safe

Information technology and business organisation leaders today are grappling with the e’er-increasing apply of personal devices and unauthorized apps at the part, often referred to as “Shadow Information technology.”

This rapidly emerging trend comes every bit a natural response to employees looking for ways to create and interact with the same ease, efficiency and freedom that they exercise in their everyday lives. While the rise of Shadow Information technology can pose numerous security risks to companies, it as well offers unique opportunities for businesses to rethink their traditional tools and processes in ways that both back up productivity and innovation while minimizing risk.

At Google, we believe companies should non accept to choose between agility and security. This white paper examines the role of It in the new landscape, offering insights from IT and businesses that have leveraged Google Workspace to empower employees with collaboration tools they know and love while providing robust security and controls that protect data.

Read on to acquire more than.

There was a fourth dimension not too long agone when personalization in the office consisted of bringing in your favorite coffee mug and sharing with co-workers amounted to sending interoffice mail. But with the rise of tablets and smartphones, as well as cloud-based services and apps, the line betwixt life and piece of work has rapidly blurred.

Today, devices and apps for consumers and businesses are virtually interchangeable. Workers who once needed to come to the function to hold a video conference, collaborate on a document or presentation, or talk to someone in another city or country, can now do all those things from anywhere, at anytime with just a few taps on a smartphone.

Given the freedom, speed and simplicity of consumer technology, it’s no wonder employees are increasingly turning to their personal devices and apps to be more productive in the workplace. For companies, however, the utilize of unauthorized apps or “Shadow Information technology” at the office poses a whole new ready of security risks—from data theft and malware infections to compliance violations, competitive threats and reputation damage.

In this new surroundings, Information technology managers often detect themselves caught in a balancing human action: how to manage and safeguard visitor data while all the same supporting creative freedom and productivity.

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At Google, we believe companies should non have to compromise. This article examines the role of IT managers in the new landscape and bear witness how Google Workspace can offering an Information technology solution that both empowers employees with collaboration tools they know and dear and provides robust security and controls to keep valuable data safe.

Who’south using Shadow IT?

The short reply? Everyone.

Unapproved third-party apps and cloud software services have been making their way to the office for at least a decade, every bit tech-savvy employees expect for faster and easier ways to store, access and share files and connect and interact with colleagues. Contempo studies estimate that 79% of enterprise businesses take employees who use consumer file sharing or collaboration tools at piece of work, with or without approval.1

79% of organizations have employees using consumer file sharing and collaboration tools

Research firm Gartner reports that 38% of enterprise IT expenditure is already happening exterior of the corporate Information technology upkeep. That number volition reach more than than 50% by 2017.2

In a 2013 Frost & Sullivan survey of 600 It and line-of-business employees, more than 80% admitted to using non-approved Software-equally-a-Service (SaaS) to practise their jobs more effectively and efficiently.three

80% of end-users use unapproved apps

Shadow IT is not limited to i function or service. Consumer apps are beingness used across the lath to provide solutions to a host of everyday workplace issues that companies struggle with—from file sharing without countless versions or attachments to video chat that lets people meet face up-to-face from anywhere in the world.

Co-ordinate to a written report by Accenture, 44% of employees express dissatisfaction with the devices and software provided by their employer.4
Nearly half of those say they volition stop up using consumer applications for piece of work.

The right thing to practice is to help people exist as productive as possible and the fashion to do that is to empathise the toolset that people desire to apply. To the all-time of your ability, you lot need to requite them that toolset. When you lot do that, it creates a completely dissimilar organizational culture.

While file sharing is the symbol of this phenomenon, collaboration is the broader demand

Key needs driving Shadow IT

Among the almost mutual problems people are solving with consumer apps at work:five

  • Bankroll up and storing data
  • Sharing files
  • Collaborating on documents
  • Accessing piece of work from mobile devices
  • Connecting through video briefing and messaging
  • Sharing ideas through social media
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From an IT standpoint, the employ of unapproved apps is non just a question of violating company policy. Shadow IT exposes businesses to a whole set of risks ranging from information theft and regulatory compliance to phishing and snooping scams, competitive threats and compromised reputation.

As ominous as this sounds, Shadow IT is not the enemy. It is a natural response to employees who desire to piece of work ameliorate and faster using tools they already know and beloved.

Just put: Employees are looking for means to create and interact in the workplace with the aforementioned ease, efficiency and freedom that they do in their everyday lives.

Managers worry near about the use of unauthorized apps

Ponemon Institute Research, “The Insider Threat of Bring Your Own Cloud (BYOC)"

Source: Ponemon Institute© Research, “The Insider Threat of Bring Your Own Cloud (BYOC),” effigy 6 (height three results), 2013

Lockdown isn’t the answer

Trying to control or put a finish to people using personal apps and devices at work is like the sometime drawing where the hapless hero tries to plug a leak in a dam past sticking his finger in the hole. For every leak he plugs, ten more than spring up, until he runs out of fingers and the dam bursts. When you consider that the use of productivity apps grew 121% in 2014half dozen, it’s articulate that the trend of personal devices and apps in the workplace will only continue to ascent at always-increasing rates. According to recent Forrester inquiry, 69% of companies currently endorse a BYOD (bring your own device) policy at piece of work, with 85% expected to implement past 20207.

If governed, managed and guided appropriately to mitigate the risks, Shadow Information technology tin create a lot of value for the organization. Just the opposite is also true, in that, left unguided and controlled, it tin destroy value.

—Gartner, Embracing and Creating Value From Shadow It, 2014

So what’due south the solution? At Google, we believe companies demand to expect at Shadow IT from the other side of the equation. Rather than trying to shut downwardly apps and devices in the function, IT decision-makers should be embracing the value cloud technology tin bring to the workplace and observe ways to both educate employees about the risks of unauthorized apps and empower them with meliorate tools and services that can be managed in a secure surround.

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The conventional wisdom of our industry is that we tin’t take efficiency and choice, we can’t have security and choice. I take discovered during my time at Google that is a complete falsehood.

—Ben Fried, CIO, Google

Information technology, the ultimate enabler

“With the cloud, the ability to build new products and features to delight your customers and win future customers can be distributed through your unabridged business,” explains Urs Hölzle, Google’south SVP of Technical Infrastructure. “The primal IT organization is not a blocker of progress, but the ultimate enabler.”

Google Workspace is a cloud technology designed precisely around this guiding principle: that companies can empower employees with applied science that breaks downwards barriers to productivity rather than building them up. To do this, they need to exist able to safely access the correct applications and information, from any location, using whatsoever device.

Nosotros’ve too started using Google Bulldoze to supervene upon personal Box and Dropbox accounts that people had been using to share documents, so nosotros’ll take centralized command of our intellectual property.

—Bryson Koehler, CIO, The Weather Company

Managers … must support their employees and help them be productive, but they must likewise enforce corporate information policies. To succeed, managers need to observe a file-sharing solution that is accepted and used past all.8

—Larry Hawes, Gigaom Research, 2014

This combination of freedom, productivity and security is what convinced Woolworths, Australia’s largest retailer, to switch to Google Workspace last year. With 3,000 stores and 200,000 employees, the company was looking for ways to assistance people connect and communicate better and to piece of work more collaboratively beyond all their stores and offices in Australia and New Zealand.

Using tools such equally Google Bulldoze, Docs, Gmail, Calendar and Hangouts Encounter, likewise as a custom-made “tap to support” iPad app congenital on Google App Engine, Woolworths has transformed the way they do business. Teams in different cities and countries can now collaborate in real time and managers are able to contact the national support office from the shop floor, rather than tying themselves to a laptop in the back role.

“Google has transformed the way our employees interact with technology and collaborate with each other at every level of the arrangement,” says Dan Beecham, Woolworths Limited CIO. “And Google’s technology makes information technology very easy to do things in a secure style.”

For Briggs & Stratton, a century-former manufacturer of gas-powered engines and generators, Google Workspace offered a fashion to expand into the consumer market place and overhaul antiquated systems that were bogging downwards productivity, hindering their ability to respond to customers and leaving the company vulnerable to security threats.

When I discovered that fifteen% of our network traffic was consumed past unsecured content storing and sharing and realized that poor communication was leading to inefficiencies, I pushed for a move to Google Workspace.

—Brent Hoag, CIO, Briggs & Stratton

Google Workspace enabled businesses to replace things like newspaper checklists and outdated databases with the simplicity and speed of Google Drive, which lets everyone from the associates line to the sales office access, sync and share the latest data from any device.

Since making the transition to Google Workspace, Briggs & Stratton has non only streamlined its manufacturing and business organization processes, it’s cracked the consumer market with 40 new models of lawn, garden and outdoor ability equipment.

I knew that switching to Google’southward platform would not just gear up our communications issues, but help our 3,000 employees exist both more than innovative and more than constructive.

—Todd Teske, CEO, Briggs & Stratton

A consummate, secure solution

Google Workspace offers a holistic solution for businesses similar Woolworths and Briggs & Stratton who are striving to become more connected and active in the changing digital surroundings. Google Workspace is a consummate gear up of business-course tools—Drive for file storage and sharing, Hangouts for video meetings and chat, Docs, Sheets, Slides—conceived and developed with Google’south commitment to operation, security and reliability. For IT managers trying to steer a class that drives innovation and productivity without sacrificing security, Google Workspace offers a clear path forward: advanced and secure infrastructure, monitored around the clock, protected by more than 500 security experts and chosen by more than 5 meg businesses worldwide.

Management tools such as avant-garde audit reporting, customized sharing controls, mobile encryption, built-in archiving and due east-discovery provide boosted layers of security. And they’re all instantly accessible via a simple, centralized admin console.

For a lot of IT managers, this hassle-free direction has some other benefit: it helps them practise what they really love to do. “Information technology frees us from mundane, repetitive tasks that add picayune value to what we do so that we tin focus on enhancing our core competencies and delighting customers in new means, ” says Stanley Toh, Global Director of IT at Avago Technologies, who moved to Google Workspace in 2006.

Google Workspace hassle-free management

Getting started

The near important lesson we tin acquire from the use of Shadow Information technology is that companies no longer have to choose between agility and security. With Google Workspace, they tin offer an IT solution that both supports employees’ needs and minimizes corporate risk. The showtime pace toward tapping the positive potential of Shadow It is to take an honest expect at how employees today interact and communicate. This means:

  • Evaluating what apps and services are being used
  • Understanding what employees are trying to do with these tools
  • Educating users about how to keep company information safe
  • Identifying better, secure and productive solutions

The solution is for [companies] to develop policies that strike the right balance between flexibility and control. Information technology and business leaders demand to work together to create and support policies that enable employees to use the apps they need to be productive, with controls in place to protect data and minimize corporate hazard.

—Frost & Sullivan, The Hidden Truth Behind Shadow It, November 2013

  1. IDG, Consumerization of IT in the Enterprise (CITE), March 2014
  2. Gartner Says Digital Business organisation Economy is Resulting in Every Business organization Unit of measurement Becoming a Technology Startup, Oct 6, 2014
  3. Frost & Sullivan, “The Hidden Truth Backside Shadow It,” November 2013
  4. Accenture, “Consumer It: The Global Workplace Revolution has Begun,” 2011
  5. Based on information from IDG, Consumerization of It in the Enterprise (CITE), March 2014 and Frost & Sullivan, “The Hidden Truth Behind Shadow IT,” November 2013
  6. Forrester Telecom & Mobility Workforce Survey, 2013
  7. Flurry Analytics, 2014 year-end survey of 2.079 trillion app sessions, Jan 2015
  8. Source: Harnessing the tyranny of autonomy: the Dropbox problem and the manager’due south dilemma A Social Study by Larry Hawes, 2014

Download article or relieve to Google Drive:

Tap the potential of shadow IT

  • Author

    Nara Narasimhan Solution Strategist, Google Workspace and Veronique Lafargue, Senior Product Marketing Manager, Google Workspace

  • Topics

    BYOD, Deject Storage, File Back-up, File Sharing, Google Workspace, Google Drive

  • Roles

    IT Leaders

  • Industries


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Google Workspace Rolls Out More Controls To Keep Your Business Safe But Not For Everyone