(qlmbusinessnews.com . Wed 28th Jan, 2026) London, UK —
Navigating Unauthorized AI Tool Use: Strategies for Modern Businesses
In the ever-evolving landscape of artificial intelligence in the workplace, a growing trend of ‘shadow AI' usage is becoming apparent, as revealed by a recent survey conducted by Software AG. This survey found that half of all knowledge workers, defined as those primarily working at desks or computers, are now employing personal AI tools without the explicit approval of their IT departments.
The reasons for this vary. Some workers find their IT department does not provide the AI tools they need, while others prefer the freedom of selecting tools that better suit their individual requirements. For instance, a UK-based software engineer, referred to as John for confidentiality, opts to use Cursor over his employer's offered AI tool, GitHub Copilot, citing Cursor's efficiency and user-friendly nature as key benefits. Although this choice is not against company policy, John admits to bypassing the official approvals process for convenience.
This trend towards personalized AI tool usage has led to what is commonly being termed as ‘shadow AI', a spin-off from the concept of ‘shadow IT', where employees use software or services not sanctioned by their company's IT department. Companies like Harmonic Security are now tasked with tracking and managing the use of over 10,000 AI applications, identifying potential risks, especially concerning data privacy and security.
Despite the risks, the utility of these AI tools, particularly for younger or less experienced workers, is undeniable. Simon Haighton-Williams, CEO of The Adaptavist Group, suggests that AI can significantly fast-track knowledge acquisition and efficiency for newer employees.
The dialogue around AI in the workplace is nuanced. While it presents an opportunity for enhanced productivity and innovation, it also raises questions about data privacy, security, and the implications of unsanctioned tool usage. Karoliina Torttila, Director of AI at Trimble, emphasizes the importance of balancing exploration and safety, encouraging employees to engage with AI tools while making informed decisions to safeguard sensitive information.
As businesses continue to navigate the complexities of AI integration, the consensus leans towards adaptation and flexibility. Embracing AI, understanding its applications, and managing its use thoughtfully seems to be the forward path for companies aiming to stay competitive in the digital era.
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