What is SaaS Sprawl?

SaaS sprawl refers to the uncontrolled proliferation of Software-as-a-Service (SaaS) applications within an organization. As teams and employees adopt SaaS tools independently to meet specific needs, it leads to a fragmented and uncoordinated ecosystem of applications.

While SaaS tools bring convenience, excessive and unmanaged adoption can result in:

• Duplicate tools performing similar functions.

• Shadow IT, where applications are used without IT department oversight.

• Security vulnerabilities due to unmanaged accounts and data leaks.

SaaS sprawl typically occurs in growing organizations where employees can quickly adopt tools without approval, often bypassing governance processes.

Why is SaaS Sprawl a Problem?

Security Risks
Unmonitored SaaS tools create weak points in security, leading to unauthorized data access, misconfigurations, and an increased risk of cyberattacks. Shadow IT exacerbates these risks as IT teams lack visibility into unapproved tools.

Rising Costs
SaaS subscriptions accumulate rapidly, with many tools being underutilized or redundant. Organizations often pay for licenses they don’t use, increasing unnecessary expenses.

Operational Inefficiencies
Multiple tools performing similar tasks reduce productivity by fragmenting workflows. Employees may struggle to navigate between different applications, leading to wasted time and effort.

Compliance Issues
Uncontrolled SaaS adoption makes it harder to adhere to data privacy regulations (e.g., SOC2, ISO27001). Organizations may lose track of where sensitive data resides, increasing compliance risks.

How to Prevent and Manage SaaS Sprawl

1. Centralize SaaS Management: Implement a centralized platform to gain full visibility into all SaaS applications being used across the organization. This allows IT teams to track usage, manage licenses, and identify redundant tools.

2. Adopt Approval Workflows: Introduce a structured approval process for adopting new SaaS tools. By involving IT and finance teams in the approval cycle, organizations can prevent unnecessary subscriptions and duplicate tools.

3. Regular SaaS Audits: Conduct regular audits to identify unused, underutilized, or unauthorized applications. Decommission tools that are redundant or no longer serve a purpose to optimize costs and improve efficiency.

4. Uncover Shadow IT: Implement tools and processes to identify unapproved SaaS applications being used across the organization. By gaining visibility into shadow IT, you can assess risks, eliminate redundant tools, and establish clear policies to prevent unauthorized usage in the future.

5. Educate Employees: Train employees on the risks of unapproved SaaS usage and the importance of following organizational policies for adopting new tools.

Eliminate SaaS Sprawl: Regain Control, Boost Security, and Cut Costs with ShiftControl

ShiftControl helps organizations regain control over their SaaS environment by providing visibility, governance, and automation tools. By integrating with existing SaaS applications, ShiftControl allows IT teams to:

• Identify and eliminate redundant or underutilized SaaS subscriptions.

• Monitor user activity and access permissions to prevent unauthorized usage.

• Automate approval workflows to ensure compliance and reduce unnecessary adoption of tools.

• Enhance security by managing all SaaS applications from a centralized platform.

With ShiftControl, organizations can streamline their SaaS ecosystem, reduce costs, and improve overall security posture. Our SaaS discovery tool helps uncover apps your users are signing into via ‘Sign in with Google,’ providing critical visibility into shadow IT and enabling better governance.