Shadow IT and computer-mediated collaboration: developing a framework based on social presence theory

Authors

DOI:

https://doi.org/10.5902/1983465923853

Abstract

The use of unauthorized technologies in the workplace, called shadow IT (SIT), is increasing within organizations. Previous research identified that Shadow technologies are often collaborative systems used by employees to communicate and share content with colleagues, clients, or external partners. Therefore, we aim to develop a framework for the influence of shadow IT usage on computer-mediated collaboration based on Social Presence Theory. We conducted a literature review that resulted in a framework and the development of research propositions. The literature suggests that there is a positive influence of shadow IT usage on employee collaboration and communications. This paper presents theoretical and practical contributions. Analyzing shadow IT and collaboration through a theoretical lens makes progress on the discussion about the consequences of these unauthorized technologies for individuals and organizations. It is important for organizations to comprehend these impacts, such as on collaboration, which, in turn, can facilitate improvements in employee productivity.

Downloads

Download data is not yet available.

Author Biographies

Gabriela Labres Mallmann, Universidade Federal do Rio Grande do Sul

Mestre em Administração pela Escola de Administração da UFRGS. Atualmente é estudante de doutorado na mesma instituição.

Antonio Carlos Gastaud Maçada, Universidade Federal do Rio Grande do Sul

Graduação em Administração de Empresas pela Fundação Universidade Federal do Rio Grande (1985), mestrado em Administração pela Universidade Federal do Rio Grande do Sul (1993) e doutorado em Administração pela Universidade Federal do Rio Grande do Sul (2001). CRA: 7736/O. Atualmente é professor Associado III do Depto de Ciências Administrativas da Escola de Administração e do Programa de Pós-graduação (Esp., MBA, Mestrado e Doutorado) da Universidade Federal do Rio Grande do Sul. Experiência na área de Administração, com ênfase em Administração de Empresas, atuando principalmente nos seguintes temas: Tecnologia da Informação, Impacto da TI, Investimentos em TI, Qualidade da Informação e Gestão das Operações Logísticas. Atividades Administrativas: Coordenador PPGA/UFRGS 2007/2008. Cooperação Internacional: CAPES/DAAD 2004/2005; CAPES/FIPSE 2004/2008; CAFP-BA 2009/2012, CAPES/FIPSE 2010/2013. Visiting Professor na Mays Business School, Texas A&M (2011-2012). Coordenador da área Administração da Informação da Associação Nacional de Pós-graduação em Administração (ADI-ANPAD 2013-2014). Membro da Compesq EA/UFRGS (2015- 2017). Coordenador do Consorcio Doutoral XL EnANPAD 2016. Coordenador do Grupo de Pesquisa:Informação, Inteligência e Tecnologia da Informação (IITI). 

References

BEHRENS, Sandy; SEDERA, Wasana. Why do shadow systems exist after an ERP implementation? Lessons from a case study. PACIS 2004 Proceedings, p. 136, 2004.

BIOCCA, Frank; HARMS, Chad. Defining and measuring social presence: Contribution to the networked minds theory and measure. Proceedings of PRESENCE, v. 2002, p. 1-36, 2002.

BIOCCA, Frank; HARMS, Chad; BURGOON, Judee K. Toward a more robust theory and measure of social presence: Review and suggested criteria. Presence, v. 12, n. 5, p. 456-480, 2003.

FRENCH, Aaron M.; GUO, Chengqi; SHIM, Jung P. Current Status, Issues, and Future of Bring Your Own Device (BYOD). CAIS, v. 35, p. 10, 2014.

FÜRSTENAU, D.; ROTHE, H. Shadow IT Systems: Discerning the good and the evil. Twenty Second European Conference on Information Systems, Tel Aviv, 2014.

DYCHE, J. Shadow IT is out of the closet. Harvard Business Review. Disponível em:https://hbr.org/2012/09/shadow-it-is-out-of-the-closet/. Acesso em: 15 abr, 2015.

GEORGESCU, Mircea; POPESCUL, Daniela. Social Media–the new paradigm of collaboration and communication for business environment. Procedia Economics and Finance, v. 20, p. 277-282, 2015.

GOODWIN, B. IT governance in the era of shadow IT. ComputerWeekly, 2014. Disponível em: http://www.computerweekly.com/feature/CW500-IT-governance-in-the-era-of-shadow-IT. Acesso em: 04 Dez. 2015.

GYÖRY, A.; CLEVEN, A.; UEBERNICKEL, F.; BRENNER, W. Exploring the shadows: IT governance approaches to user-driver innovarion. European Conference on Information Systems (ECIS), 2012.

HAAG, S.; ECKHARDT, A. Normalizing the Shadows – The Role of Symbolic Models for Individuals’ Shadow IT Usage. Proceedings of the 35th International Conference on Information Systems. Auckland, 2014.

HAAG, Steffi; ECKHARDT, Andreas; BOZOYAN, Christiane. Are shadow system users the better IS users?–insights of a lab experiment. Thirty Sixth International Conference on Information Systems, Fort Worth, 2015.

HAAG, Steffi; ECKHARDT, Andreas. Shadow IT. Business & Information Systems Engineering, v. 59, n. 6, p. 469-473, 2017.

HUBER, M.; ZIMMERMANN, S.; RENTROP, C.; FELDEN, C. The Relation of Shadow Systems and ERP Systems—Insights from a Multiple-Case Study. Systems, v. 4, n. 1, p. 11, 2016.

IPE, M. Knowledge Sharing in Organizations: A Conceptual Framework. Human Resource

Development Review, Vol. 2, No. 4, pp 337-359, 2003.

ISHTAIWA, Fawzi Fayez; ABUREZEQ, Ibtehal Mahmoud. The impact of Google Docs on student collaboration: A UAE case study. Learning, Culture and Social Interaction, v. 7, p. 85-96, 2015.

JONES, D.; BEHRENS, S.; JAMIESON, K.; TANSLEY, E. The rise and fall of a shadow system: Lessons for enterprise system implementation. Australasian - ACIS, 2004.

KOPPER, A.; WESTNER, M. Deriving a Framework for Causes, Consequences, and Governance of Shadow IT from Literature. Multikonferenz Wirtschaftsinformatik (MKWI), Germany, 2016.

KIM, Yunhwan; GLASSMAN, Michael; WILLIAMS, Michael Steven. Connecting agents: Engagement and motivation in online collaboration. Computers in Human Behavior, v. 49, p. 333-342, 2015.

LOWENTHAL, P. R. The Evolution and Influence of Social Presence Theory on Online Learning. In T. T. Kidd (Ed.), Online education and adult learning: New frontiers for teaching practices (pp. 124-139). Hershey, PA: IGI Global, 2010.

MALLMANN, G. L.; MAÇADA, A. C. G.; OLIVEIRA, M. Can Shadow IT Facilitate Knowledge Sharing in Organizations? An Exploratory Study. 17th European Conference on Knowledge Management, Belfast, Irlanda do Norte, 2016.

MALLMANN, G. L.; MAÇADA, A. C. G. The Mediating Role of Social Presence in the Relationship between Shadow IT Usage and Individual Performance: A Social Presence Theory Perspective. VI Encontro de Administração da Informação (EnADI), 28 a 30 de Maio. Curitiba, PR, 2017.

MARUPING, Likoebe M.; MAGNI, Massimo. Motivating Employees to Explore Collaboration Technology in Team Contexts. Mis Quarterly, v. 39, n. 1, p. 1-16, 2015.

MENNECKE, B. E.; TRIPLETT, J. L.; HASSALL, L. M.; CONDE, Z. J.; HEER, R. An examination of a theory of embodied social presence in virtual worlds. Decision Sciences, v. 42, n. 2, p. 413-450, 2011.

NOWAK, Kristine L.; BIOCCA, Frank. The effect of the agency and anthropomorphism on users' sense of telepresence, copresence, and social presence in virtual environments. Presence, v. 12, n. 5, p. 481-494, 2003.

OGARA, S. O. Design for Social Presence and Exploring Its Mediating Effect in Mobile Data Communication Services. Tese de Doutorado. University of North Texas, 2011.

OGARA, Solomon O.; KOH, Chang E.; PRYBUTOK, Victor R. Investigating factors affecting social presence and user satisfaction with mobile instant messaging. Computers in Human Behavior, v. 36, p. 453-459, 2014.

RADEN, N. Shedding light on shadow IT: Is Excel running your business? Hired Brains Inc., Santa Barbara, 2005.

RENTROP, C; ZIMMERMANN, S. Shadow IT Management and Control of unofficial IT. ICDS: The Sixth International Conference on Digital Society Reference, 2012.

SINGH, Harminder. Emergence and Consequences of Drift in Organizational Information Systems. PACIS 2015 Proceedings. Paper 202. 2015.

SILIC, M; BACK, A. Shadow IT: A view from behind the curtain. Computers & Security, Volume 45, Pages 274–283, 2014.

SILVIUS, AJ Gilbert; DOLS, Taco. Factors influencing non-compliance behavior towards information security policies. In: Proceedings of the International Conference on Information Resources Management. 2012.

SHORT, J.; WILLIAMS, E.; CHRISTIE, B. The social psychology of telecommunications. London, UK: John Wiley, 1976.

SHUMAROVA, Elitsa; SWATMAN, Paul A. Informal ecollaboration channels: Shedding light on “shadow cit”. BLED Proceedings, 2008.

STEINHUESER, M., WAIZENEGGER, L., VODANOVICH, S., and RICHTER, A. Knowledge Management without Management: Shadow IT in Knowledge-intensive Manufacturing practices. Twenty-Fifth European Conference on Information Systems (ECIS), Guimarães, Portugal, 2017.

WALTERS, R. Bringing IT out of the shadows. Network Security, Volume 2013, Issue 4, Pages 5–11, 2013.

WEBSTER, Jane; WATSON, Richard T. Analyzing the past to prepare for the future: Writing a literature review. MIS quarterly, p. xiii-xxiii, 2002.

WEINEL, Miriam et al. A closer look on social presence as a causing factor in computer-mediated collaboration. Computers in Human Behavior, v. 27, n. 1, p. 513-521, 2011.

ZIMMERMANN, S; RENTROP, C.; FELDEN; C. Managing Shadow IT Instances – A Method to Control Autonomous IT Solutions in the Business Departments. Completed Research Paper Stephan. Twentieth Americas Conference on Information Systems (AMCIS), Savannah, 2014.

ZIMMERMANN, S,; RENTROP, C. On the emergence of Shadow IT - A Transaction Cost-Based Approach. European Conference on Information Systems (ECIS), 2014.

ZIMMERMANN, Stephan; RENTROP, Christopher; FELDEN, Carsten. A Multiple Case Study on the Nature and Management of Shadow Information Technology. Journal of Information Systems, v. 31, n. 1, p. 79-101, 2017.

Downloads

Published

2019-11-27

How to Cite

Mallmann, G. L., & Maçada, A. C. G. (2019). Shadow IT and computer-mediated collaboration: developing a framework based on social presence theory. Revista De Administração Da UFSM, 12(4), 821–839. https://doi.org/10.5902/1983465923853

Issue

Section

Articles