Employees are struggling with digital tools at work, losing more than a month of productivity each year. Many turn to unauthorized apps to get their work done because the software provided by their companies is too complicated or doesn’t meet their needs. A study found that large companies lost around $104 million in 2024 due to these inefficiencies.
One of the biggest problems is the overwhelming number of apps employees must use. They have to constantly switch between different systems, which wastes time and causes frustration. On average, employees in large businesses lose about 36 workdays every year due to IT-related problems.
Since the approved software is often hard to use, employees look for easier alternatives. While companies think they are using about 37 apps, employees are actually using more than 600, including over 170 AI-based tools. This practice, known as “shadow IT,” creates security risks and confusion.
Remote work has made this problem even worse. It is now easier than ever for employees to sign up for new apps without their company knowing. Many workers do this because they feel the company’s software is not helping them do their jobs efficiently. Every time a new tool or process is introduced, employees feel like they have to start all over again, which adds to their frustration.
Some experts believe the study’s findings are accurate. In large companies, hundreds of unapproved apps are being used. This leads to security issues, software licensing violations, and wasted resources. To fix this, companies should set clear guidelines on which software can be used while also listening to employees’ needs and concerns.
However, some companies go too far in the other direction. They enforce strict IT policies that make it difficult for employees to do their jobs. When workers are not allowed to use certain tools, they feel frustrated and less productive. The best solution is to find a balance—businesses should have IT rules in place while also allowing employees some flexibility to use helpful tools.
Mobile apps present similar challenges. Research shows that many companies don’t know what apps and devices their employees are using. This lack of visibility leads to more inefficiencies. Some experts believe employees could be losing even more than 36 workdays each year due to slow or outdated technology.
Not all experts agree on how serious this problem is today. Some believe that company leaders are doing a better job managing IT and reducing the number of unauthorized apps. However, many businesses still struggle with employees turning to unapproved tools when they feel their company’s software isn’t good enough. This often creates even more IT problems.
Some experts argue that “ghost IT” isn’t always a bad thing. When company systems don’t work well, employees find creative ways to solve problems. If managed correctly, these workarounds can help workers be more efficient. However, if left unchecked, they can create security risks, compliance issues, and unnecessary expenses.
The best approach is for companies to provide clear and simple IT policies while allowing employees to use tools that genuinely help them work better. When employees feel supported with the right technology, they are less likely to use unauthorized apps, and the company as a whole can operate more smoothly.
In everyday work life, technology is supposed to make things easier. But when there are too many complicated tools, employees feel overwhelmed. Instead of saving time, they end up spending hours just trying to navigate different systems. This problem affects businesses of all sizes, but it’s especially serious in large companies where many different departments use different software.
Imagine a typical office worker who needs to complete a simple task. They might have to log into several different apps just to get it done. First, they open their email to check for updates. Then, they switch to a project management app to see their tasks. Next, they log into another system to update progress. If they need to share a document, they might have to upload it to yet another platform. All this switching between apps adds up, wasting valuable time.
Because of these frustrations, employees start looking for easier solutions on their own. They download new apps that seem more user-friendly, even if they aren’t officially approved by the company. Over time, more and more workers do the same thing, creating a mess of different apps that the company doesn’t even know about.
Some of these unauthorized apps may be harmless, but others could pose serious risks. If employees store sensitive company data in an unapproved app, that information could be exposed to security threats. Additionally, if different employees are using different apps, collaboration becomes harder because there is no standard way to share information.
Companies often don’t realize the full extent of this issue. Many IT teams assume that employees are only using the software that has been officially approved. But in reality, workers are finding their own tools to fill the gaps in their workflow. This means that businesses have far less control over their digital systems than they think.
Fixing this problem requires a better understanding of what employees need. Instead of simply banning unapproved apps, businesses should focus on improving the tools they already provide. When employees have access to software that is easy to use and meets their needs, they won’t feel the need to search for alternatives.
A good approach is to involve employees in IT decisions. Before introducing a new tool, companies should gather feedback from workers to ensure it will actually help them. Providing proper training is also important. Many employees struggle with digital tools simply because they don’t know how to use them effectively.
Another solution is to create clear guidelines for technology use. Instead of enforcing strict rules that frustrate employees, businesses should set reasonable boundaries that allow some flexibility. For example, they could approve a list of alternative apps that employees can use safely.
Ultimately, the goal is to make technology work for employees, not against them. When companies provide the right tools and support, employees can be more productive, and businesses can operate more efficiently. By finding the right balance between security and flexibility, organizations can reduce digital inefficiencies and create a smoother workflow for everyone.
