Walk into any business, a retail store or restaurant, and you’ll notice operations are being driven by software. Solutions, such as customer relationship management, project management, communication, and accounting tools help employees serve customers efficiently, finish tasks faster, and collaborate effectively. Sadly, these tools can also be the reason a business reports a ransomware attack or data leaks. According to Verizon’s latest report, over 30% of breaches start with software vulnerabilities like lack of security patches and weak access control.
Shadow IT is another overlooked vulnerability caused by the use of cloud-based applications without the approval of management. It doesn’t appear harmful, but using unapproved solutions creates security gaps for enterprises. For example, the latest coding assistant that enables marketing leads to build a fast, mobile-friendly website that converts in minutes may collect and share sensitive information outside the company’s oversight or introduce malware. That said, business managers need to find practical strategies that safeguard company devices and data without compromising employee productivity. Let’s explore how businesses can manage software effectively.
Detect and Manage Shadow IT
Adopting new software solutions without the company’s approval seems harmless to employees. After all, with the new task management tool they found online they can coordinate projects seamlessly. While unauthorized applications feel convenient and less complicated than existing workplace tools, they contain unpatched vulnerabilities. A free CRM tool, for instance, may not have security updates, increasing the risk of malware and hackers stealing customer data. Relying on unsupported software also violates privacy and compliance regulations, which results in legal implications and financial penalties.
Fortunately, identifying shadow IT and preventing threats is straightforward. A thorough evaluation of software inventories, network activity, and access logs helps discover unauthorized apps and devices. Endpoint security tools like vulnerability scanners and configuration management solutions, for example, detect and collect information on apps and devices they have never seen before. Business managers can use them alongside cloud access security brokers (CASBs) to monitor network traffic and find unmanaged software. But before removing unfamiliar apps, managers need to understand why workers are using them. Then seek alternatives that are more secure or establish a simple software approval procedure that allows employees to request reliable applications without bypassing security protocols.
Strengthen Software Security and Control Access
Many businesses install antivirus solutions and believe that devices and apps are safe from cyber attacks. However, robust protection of laptops, phones, and applications requires a combination of regular updates and application control. Remember, outdated software and devices work inefficiently and carry security weaknesses that make them targets of cyberattacks. Sometimes, you might miss important update alerts, exposing IT assets to threats. So schedule or automate patch management to run in the background to ensure workers are not interrupted. Next, enhance application protection using managed security services instead of relying on EDR (endpoint detection and response) tools only. EDRs monitor and block suspicious activities, like phishing attacks and installation of remote monitoring management tools. But they can also restrict the use of legitimate tools and interfere with workplace productivity. Managed app control improves visibility and blocks common endpoint weaknesses while keeping end users productive.
On top of blocking unwanted apps, implement access control policies and tools to restrict access to apps. Set role-based access control, or RBAC, to ensure permissions to systems and information are assigned according to roles. For example, a marketing assistant can only access social media management tools but not financial records and apps that are limited to personnel in the accounting department. RBAC alone isn’t enough to restrict software authorization. Establish multi-factor authentication so that staff members use a security key or fingerprint together with passwords before accessing app accounts. Even if an intruder steals passwords, they cannot get into systems without a biometric scan or authentication key linked to their devices.
Centralize Device Management
If your company manages assets through a decentralized or disconnected system, there will be blind spots that increase the surface for attacks. Centralized management addresses this problem by improving visibility of the company’s digital tools and personal gadgets. Using mobile device management software (MDM) or unified endpoint management (UEM) tools, IT administrators or company managers have continuous visibility of company assets. Knowing the location and condition of tech equipment in real-time helps catch unauthorized app installations and outdated software, configure updates, and automate patch delivery. A centralized device oversight also helps managers to enforce security policies, like data encryption, strong password creation, and remotely cleaning data from lost devices. Maintaining apps and devices that perform effectively every day, while updates arrive on time is critical to ensure workers perform their jobs faster.
Software fuels productivity in any job setting, but it can create security problems if not managed properly. If your company fails to run timely software updates or allows workers to depend on unauthorized tools, for example, you’re more likely to report malware, data theft, and other cybersecurity incidents. Deploying security tools and banning access to software outside the company’s digital ecosystem sound perfect to prevent software-related cyber incidents. But managing business applications revolves around understanding shadow IT and mitigating risks through regular software updates, managed application control, access control, and centralizing IT asset management.
