Shadow AI grows when workplace tools get in the way

Shadow AI is a real security problem, but this TechRadar Pro Perspectives piece argues it is often a symptom of something deeper: employees turning to unsanctioned tools because official systems are too slow, too limited, or too hard to use.

According to the author, TeamViewer’s Team Manager, Customer Trust and Security, most workers are not trying to break policy. They are trying to keep work moving. When approved tools are difficult to access, unclear, or missing needed features, employees look elsewhere for faster help.

That is why stricter policies alone often miss the point. Blocking tools may reduce exposure in the short term, but it does not fix the friction that pushed employees toward unofficial AI in the first place. The article points to research showing 80% of employees lose time to dysfunctional IT, costing an average of 1.3 workdays per month, while almost half say it has delayed critical operations or projects.

Digital friction and weak trust in IT

The piece frames digital friction as the everyday barriers that slow people down: long login processes, blocked platforms, clunky approval workflows, and sanctioned tools that do not meet actual business needs. Those small obstacles add up, and they can push work into environments where security teams have less visibility.

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Research cited in the article also suggests a trust problem:

• 62% of employees lack confidence that their IT teams are providing the latest AI and digital tools
• 57% do not trust their IT team to resolve issues quickly or effectively
• 47% fear their IT team will not adequately protect personal or work-related data

The author argues that AI governance needs clear ownership across IT, legal, compliance, HR, and leadership, rather than sitting as a standalone security policy.

Practical AI guidance, not vague rules

A central argument here is that employees need guidance they can actually use in the moment: which tools are approved, what data can be entered, and who to ask when the answer is unclear. Policies that simply say what not to do are less effective than secure workflows that are obvious and practical.

The same principle applies to security-by-design in the workplace. Instead of adding controls after teams have already adopted tools, organizations should involve security and governance teams early, while also listening to what employees need those tools to do.

The piece’s bottom line is simple: the safest route has to be the easiest one. If the approved path is slow or confusing, shadow AI will keep filling the gap.