AI in the Shadows: What Your Team Is Using Without You Knowing
Let’s be candid, AI is everywhere and there are sooo many to choose from. Whether it’s helping us write emails faster, summarize long documents, or brainstorm ideas, tools like ChatGPT and Copilot have quietly become part of our daily workflow. But here’s the twist, not all of this AI use is officially approved in our company. In fact, a lot of it is happening under the radar.
This is known as Shadow AI when employees use AI tools without formal oversight or IT approval. It’s either when they know or even unknowingly use AI. And while it might sound sneaky, it’s often just people trying to get their work done more efficiently. And some people would even share their whole information! Let’s dive in and find out what is Shadow AI and the risks it brings.
What Is Shadow AI?
Shadow AI emerges when employees adopt AI tools like ChatGPT, Midjourney, or GitHub Copilot to streamline tasks, generate content, or solve problems, often without informing IT or leadership. It’s not malicious, it’s often driven by a desire to work smarter. But it can introduce risks if left unchecked.
The Reality at BEI
At BEI, we’ve embraced AI responsibly. We use Microsoft Copilot to enhance productivity, automate routine tasks, and support decision-making. What’s more, most of our clients are now using Copilot as well either officially or through grassroots adoption by their teams.
This widespread use shows how valuable AI has become. But it also highlights the importance of governance. When AI tools are used without oversight, organizations risk data leaks, compliance violations, and inconsistent outputs.
Why Shadow AI Happens
- Speed & Convenience: Employees find AI tools that solve problems faster than traditional systems.
- Lack of Awareness: Teams may not know which tools are approved or how to request access.
- Innovation Culture: In fast-paced environments, experimentation is encouraged—even if it bypasses formal channels.
Safe Ways to Use AI at Work
To harness the benefits of AI while minimizing risks, organizations should:
- Establish Clear AI Policies
Define which tools are approved, how data should be handled, and what ethical guidelines apply. - Educate Employees
Offer training on responsible AI use, including data privacy, bias awareness, and prompt engineering. - Encourage Transparency
Create a culture where employees feel safe disclosing the tools they use and suggesting new ones. - Leverage Trusted Platforms
Tools like Microsoft Copilot offer enterprise-grade security, integration, and compliance. Making them ideal for safe AI adoption. - Monitor & Audit Usage
Use analytics to understand how AI is being used across the organization and identify potential risks early.
Shadow AI isn’t inherently bad, it’s a sign that employees are eager to innovate. But without proper oversight, it can lead to unintended consequences. At BEI, we’re proud to lead by example, using Copilot to empower our teams and helping our clients do the same. The key is to bring AI out of the shadows and into the light – safely, strategically, and transparently.
Want to learn how to safely integrate AI into your workflows?
Let’s talk. Whether you’re curious about Copilot, need help building AI policies, or want to explore how your team is already using AI, we can help you!
📩 Reach out to us or schedule a consultation today.
