In 2014, cloud computing was still shifting into the enterprise mainstream. Back then, Softchoice commissioned a study that discovered North American workers who use cloud apps displayed markedly more reckless technology habits and were more likely to put their employers’ networks and corporate data at risk. Two years later, most organizations have gone from flirting with the cloud to wholesale adoption, yet despite their new level of cloud sophistication – not much has else changed! From lax password security to rogue IT behavior, North American workers are (Still) Careless Users in the Cloud.

1. 1(STILL) CARELESS USERS IN THE CLOUD
(Still)
Careless users
in the Cloud

2. 2(STILL) CARELESS USERS IN THE CLOUD
Introduction
In 2014, cloud computing was still shifting into the enterprise mainstream. Tech-savvy employees were eager to adopt
cloud-based apps into their professional lives, breeding new challenges for IT departments.
Back then, Softchoice commissioned a study that discovered North American workers who use cloud apps displayed
markedly more reckless technology habits and were more likely to put their employers’ networks and corporate data at risk.
Two years later, most organizations have gone from flirting with the cloud to wholesale adoption, yet despite their new
level of cloud sophistication – not much has else changed! From lax password security to rogue IT behavior, North
American workers are (Still) Careless Users in the Cloud.
Methodology
Softchoice, a leading North American IT solutions and managed services provider, commissioned a study to understand people’s technology habits, and
how having access to cloud-based applications has affected that behavior. 1,500 people across the U.S. and Canada, who use technology for their full-
time job, were asked about their habits related to cloud application use, security, remote access, and device preferences, along with their perceptions of
and compliance with IT guidelines.

3. 3(STILL) CARELESS USERS IN THE CLOUD
On average, North American employees use 2 devices for work.
While desktops are still common, more nimble devices are stealing workday share:
Devices used by employees for work
Laptop 61% Tablet 27% Smartphone 51% Phablet 6% Wearable 2%
Employee Profile: Devices
42% of tablet owners
prefer using it for work
over a desktop or laptop
16% of non-tablet
owners plan to get
one in the next year
14% of employees plan
on getting a wearable in
the next year

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Employee Profile: Cloud Apps
Half of employees who use cloud-based apps for work
have access to 3 or more IT-approved apps.
Top reasons for using IT-approved cloud apps:
1. Specific job-related tasks
2. Collaboration with co-workers
3. File storage
4. Project management
5. Remote access
Top reasons for not using IT-approved apps:
1. Poor user experience
2. I don’t trust it’s secure
3. Not compatible with all devices
4. It lacks specific features I need for work
5. It’s too slow
x

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Gaps in training and policy making
A significant number of employees are unaware of
the risks of their careless technology habits.
58% of all employees have
NOT been told the right way to
download and use cloud apps
44% of all employees
have NOT been told how to
securely transfer and store
private corporate data
39% of all employees have
NOT been told the risks of
downloading cloud apps
without IT’s knowledge

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Employees behaving badly
1-in-5 keep passwords in plain sight, such as on a Post-It note
1-in-4 manage passwords in a doc that is not itself password protected
1-in-5 access work files from a device that is not password protected
1-in-5 lost employee devices is not password protected
1-in-3 cloud app users have downloaded one without letting IT know

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Access to the cloud amplifies the risk of employees’ careless behavior.
Cloud app users are 2xmore likely to…
…than employees who don’t use cloud-based apps.
Careless users in the cloud
Keep passwords
on Post-It notes
Store passwords
on an unprotected
shared drive
Manage passwords
in an unprotected
document
Access work
files from an
unprotected device
Lose a device
with access
to work files

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Access to cloud apps creating IT headaches
Employees who use cloud-based
apps are 10x more likely to shun
the IT approved program for an
unsanctioned one they download
themselves.
Employees who use cloud-based
apps are 4x more likely to access
work files outside the office
through a program IT doesn’t
know about.
23% of cloud app users claim
there is a popular app that a lot
of employees use that IT doesn’t
support (most popular: Dropbox
and Google Docs).

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Shadow IT: Generation Breakdown
Younger app users are more likely to go rogue than their more senior
colleagues. Motivations for breaking the rules can also differ based on age.
Motivation
Millennials and Gen Xers say IT is too slow to approve their choice.
Boomers say they didn’t know they had to notify IT at all.
Downloads apps without letting IT know:
31% Millennials
30% Gen X
22% Baby Boomers

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Shadow IT: Generation Breakdown
Younger app users are more likely to go rogue than their more senior
colleagues. Motivations for breaking the rules can also differ based on age.
Motivation
Millennials say IT’s version doesn’t improve productivity, Gen Xers
blame compatibility across devices, and Boomers say IT’s version
offers a poor user experience.
Downloads unsanctioned apps when IT offers an approved version:
23% Millennials
26% Gen X
13% Baby Boomers

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Shadow IT: Generation Breakdown
Younger app users are more likely to go rogue than their more senior
colleagues. Motivations for breaking the rules can also differ based on age.
Accesses work files through an app IT doesn’t know about:
30% Millennials
27% Gen X
12% Baby Boomers

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R-E-S-P-E-C-T employees have it for I-T
While employees don’t always follow the rules,
most believe their IT department is doing a good job.
71% say IT works proactively to understand their business needs.
67% say IT provides an optimal level of tech support.
Overall, cloud app users have a sunnier view of their IT teams
(over non-users), as do Canadians (over Americans).
“IT provides an optimal level of support.”
75% (app users) vs. 55% non-app users 81% (all Canadians) vs. 60% (all Americans)

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Sorry, not sorry, eh?
Despite being more satisfied with their IT departments, Canadian cloud users are
more likely to disobey IT than their American counterparts.
“I downloaded an app without IT’s permission.”
33% vs. 24%
“IT takes too long to approve things.”
46% vs. 22%
“I downloaded an app even though IT offers a similar one.”
33% vs. 12%
“I remotely access files via an unsanctioned app.”
39% vs. 12%
“I access files from a device with no password.”
39% vs. 18%
“I display passwords on Post-It notes.”
41% vs. 13%

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Recommendation: Prioritize training and communication
Risky behavior and data vulnerabilities are almost guaranteed to persist without
adequate education on the apps, platforms and IT tools employees use. Training –
bolstered by regular communications and resources to reinforce the do’s and don’ts –
will help employees to correct their bad user behavior, help them see the benefits of
using the tools IT provides, and help them to understand the risks of shadow IT and
why certain popular consumer apps don’t belong in the workplace.

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Recommendation: Address careless behavior at the source
While employees gain a better understanding of IT through training and
communications, IT also needs to better understand employee behaviors and
preferences. They should assess what unsanctioned apps are being used in the
organization’s environment and engage employees to identify the reasons why they
stray from using sanctioned apps and IT-approved procurement processes. They can
use shadow IT as a means to get closer to users, and be seen as a business enabler,
by providing employees with a choice of enterprise-grade app options that meet
employee needs around productivity, compatibility, and user experience.

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Recommendation: Manage the sprawl of apps and connected devices
The number and variety of devices that employees use for work is on the rise. IT
can take the hardware out of the equation by standardizing the ‘safe list’ of vetted
apps on an identity management platform, as part of a broader Enterprise Mobility
Management strategy. Employees can then access all of their apps in one location,
using a single password. IT can consolidate cloud spend, monitor app use, and
provision and deprovision users all from a single pane of glass – minimizing risk to
the organization, while providing a user-friendly environment for all employees.

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Ready to put an end to careless cloud use?
Contact us today to learn more about how Softchoice
makes it easier to source, implement and manage the
right cloud solutions for your organization.
Softchoice.com
1-800-268-7638
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