Let’s be honest – your tech stack is probably messier than you think.
We’ve all been there. A new tool gets introduced to solve a specific problem. Then another. And another. Before long, your business is juggling five different platforms that all do roughly the same thing, and no one’s quite sure which one to use, or who’s paying for them.
Add to that the tools your team quietly adopted without telling IT (hello, Shadow IT), and you’ve got a digital jungle on your hands.
It’s time for a clear-out.
What is Shadow IT?
Shadow IT is when employees use software, apps, or devices that haven’t been officially approved by your IT team. Think personal Dropbox accounts, free AI tools, or that one rogue Trello board someone set up in 2019 and is still using.
It’s not malicious. It’s usually just people trying to get things done. But it can create serious problems:
- Security risks – Unvetted tools can be vulnerable to cyber attacks.
- Compliance headaches – Sensitive data in the wrong place can breach regulations.
- Data loss – If someone leaves and their work is stored in a personal account, it might disappear with them.
And then there’s digital clutter…
Even the tools you have approved can pile up over time. You might have:
- Multiple platforms doing the same job
- Legacy systems no one wants to touch
- Tools that were “temporary” but never got retired
This kind of clutter slows everything down. It confuses staff, increases costs, and makes your IT team’s life a lot harder than it needs to be.
Why these two problems go hand-in-hand
When people can’t find the right tool – or the right tool doesn’t work well – they go looking for alternatives. That’s how Shadow IT starts. And when no one’s keeping track of what’s being used, clutter builds up fast.
It’s a vicious cycle: poor systems lead to Shadow IT, which leads to more clutter, which leads to more Shadow IT…
So what can you do?
Here’s a simple framework to get started:
1. Audit your tools
List everything your teams are using – official and unofficial. You might be surprised.
2. Talk to your people
Find out what’s working, what’s not, and what they’ve had to “bodge” to get the job done.
3. Consolidate and simplify
If you’ve got three tools doing the same thing, pick the best one and retire the rest.
4. Offer better alternatives
If people are turning to Shadow IT, it’s often because the approved tools aren’t cutting it. Fix that.
5. Set clear policies
Make it easy for people to request new tools and be 100% clear about what’s allowed.
6. Review regularly
Decluttering isn’t a one-off job. Make it part of your ongoing IT strategy.
You might already have what you need
One of the most overlooked wins in a digital declutter is realising you’re paying for tools that already exist in your current software suite. For example, many businesses pay for scheduling tools like Calendly, when Microsoft 365 includes Bookings – a perfectly capable alternative that integrates directly with Outlook and Teams. The same goes for task management (hello, Planner), file sharing (goodbye, third-party drives OneDrive is right there), and even collaboration tools like Loop or Whiteboard.
Before you renew another subscription, it’s worth asking: Do we already have something that does this? You might be surprised by how much functionality is hiding in plain sight.
Further Reading – Getting More From Microsoft 365
You don’t need to be a tech expert to know when your systems are getting out of hand. If your team is frustrated, your costs are creeping up, and your IT feels more like a patchwork than a platform then it’s time to take a closer look.
A little digital spring cleaning can go a long way. And if you tackle Shadow IT along the way? Even better.
