THE RISKS OF NOT DEVELOPING AN AI STRATEGY

When it comes to getting work done, everyone is always on the lookout for ways to boost efficiency and speed up tasks. While this drive for productivity is encouraging, there are hidden risks that can’t be ignored. With the rise of remote work and the constant flow of new digital tools, many employees are trying out new services in hopes of streamlining their workflows. While this might seem convenient at first, it can lead to significant risks for both employees and employers.

Artificial Intelligence tools are a great example—they promise big productivity gains but can also introduce major risks if not managed properly.

THE PITFALLS OF PERSONAL EXPERIMENTATION, ALSO KNOWN AS “SHADOW IT”

Employees experimenting with online services and software, including AI, might think they’re being resourceful or saving the company money. But it’s a bit like using duct tape to fix a leak—it might hold for a moment, but it’s likely to create a bigger problem down the road.

• Data Security Concerns: New tech often comes with new risks. Inputting company data into platforms that lack clear and tested security protocols increases the risk of data breaches and compromised confidentiality. Data on these platforms might not be monitored, backed up, or protected according to regulatory standards or internal policies.
• Lack of Control: When employees take matters into their own hands, employers lose visibility and control over the tools being used. This can lead to fragmented workflows and hinder collaboration.
• Compliance Issues: Many industries have strict regulations for data handling and storage. Using unapproved tools could accidentally violate these rules, leading to fines or even legal trouble.
• Dependency on Individuals: Relying on personal productivity tools ties critical services to specific employees rather than the organization. If an employee leaves or is unavailable, it could disrupt workflows or result in the loss of important data if IT isn’t aware of it.

THE IMPORTANCE OF COMPANY POLICIES AND GUIDELINES AROUND AI TOOLS

To mitigate these risks, companies need clear policies, procedures, and guidelines for using cloud services and AI for business purposes. Think of it as a playbook that everyone can follow.

• Subscription Management: Ensure that only approved subscriptions are used for work, with clear guidelines for acquiring and managing them. Centralizing subscription management provides better oversight and control.
• Data Security Protocols: Establish protocols for handling company data, including restrictions on storing data in personal accounts and guidelines for encryption and access control.
• Regular Audits and Reviews: Conduct regular audits of applications, cloud services, and data storage to ensure compliance with company policies and identify any risks. Catching potential issues early is key to preventing bigger problems.

CONCLUSION

While the temptation to try out new technology and digital tools is strong, it’s crucial to manage the associated risks carefully. By establishing clear policies and guidelines, companies can protect their operations’ security, compliance, and continuity. In a world where digital security and regulatory compliance are essential, taking proactive measures is vital to safeguarding the interests of both the company and its employees.

With over 20 years of experience in mitigating user risk and ensuring compliance for businesses across various industries, we know that IT should be more than just troubleshooting—it should be a dynamic part of your ongoing business operations.

To learn more about how Open Approach can help transform your business through IT, visit our strategic planning page or contact us today to connect with our team.