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Best Knowledge Management Software

What is knowledge management software.

Knowledge management software, or KM software, supports an integrated approach to identifying, capturing, retrieving, and sharing information assets that have a strong focus on—how to accomplish a task, how to handle a situation, how a process works, and how to get a job done. These assets may include text documents, presentations, images, audio and video files, and other data types.

The purpose of knowledge management software is to capture and distribute knowledge, allowing members of an organization, along with its partners and customers, to access and use the information effectively. Having a centralized repository where this knowledge is stored helps create a single source of truth in an organization, eliminating confusion and reducing the time to find information.

Knowledge management encompasses a range of specialized software products, with four subcategories— knowledge base software , Q&A platforms software , standard operating procedures software , and work instructions software . While some products are solely placed in one category, others with overlapping feature sets are placed in multiple.

Best Knowledge Management Software At A Glance

• All Segments (371)
• Small Business (61)
• Mid Market (61)
• Enterprise (41)
• English (90)
• German (44)
• French (44)
• Spanish (43)
• Portuguese (30)
• Italian (29)
• Japanese (26)
• Chinese (Simplified) (25)
• Russian (22)
• Polish (20)
• Chinese (Traditional) (19)
• Swedish (18)
• Turkish (18)
• Danish (16)
• Korean (16)
• Arabic (14)
• Finnish (14)
• Norwegian (14)
• Hungarian (12)
• Romanian (11)
• Ukrainian (10)
• Vietnamese (10)
• Indonesian (9)
• Lithuanian (7)
• Slovenian (7)
• Bulgarian (5)
• Estonian (5)
• Croatian (5)
• Icelandic (5)
• Latvian (5)
• Serbian (5)
• Catalan (4)
• Persian (4)
• Afrikaans (1)
• Haitian (1)
• Armenian (1)
• Malayalam (1)
• Marathi (1)
• Mongolian (1)
• Burmese (1)
• Punjabi (1)
• Tagalog (1)
• Turkmen (1)
• Deals  | Available (4)
• Pricing Available (69)
• G2 Score Information Checkmark
• Satisfaction
• Overview Expand/Collapse Overview

Notion is a connected workspace where your team can create docs, take notes, manage tasks, and organize your work – all in one place. And now, with Notion AI, you can augment your capabilities in new

• Software Engineer
• Computer Software
• Information Technology and Services
• 77% Small-Business
• 19% Mid-Market
• Pros and Cons Expand/Collapse Pros and Cons
• User Satisfaction Expand/Collapse User Satisfaction
• What G2 Users Think Expand/Collapse What G2 Users Think
• Reviewers enjoy the tool for its project and knowledge management features.
• Reviewers appreciate the ability to create custom templates in Notion, saving time and providing a consistent structure for their notes, tasks, and documentation.
• Reviewers note that Notion's learning curve may be steep for some users, but once users become familiar with its features, they appreciate its power and functionality.

ClickUp is an all-in-one productivity platform. It’s the hub where teams come together to plan, organize, and collaborate on work using tasks, Docs, Chat, Goals, Whiteboards, and more. Easily custom

• Marketing and Advertising
• 79% Small-Business
• 17% Mid-Market
• Reviewers find ClickUp easy to navigate and use, even for team members new to project management software.
• Reviewers praise the tool's task management features like to-do lists, due dates, and reminders, but some find the many features overwhelming.
• Reviewers also highlight the product's seamless integration with popular third-party tools.

Confluence is an open and shared workspace that connects people to the ideas and information they need to build momentum and do their best work. Unlike document and file-sharing tools, Confluence is o

• Product Manager
• 48% Mid-Market
• 35% Enterprise

AI Search, Intranet, and Knowledge Base/Wiki in one platform. Guru lives in tools you already use, so no need to context switch. Find info across any app, have an expert help if you can't find it, and

• Customer Success Manager
• Account Executive
• 56% Mid-Market
• 29% Enterprise
• Guru is a knowledge management platform that allows teams to create, update, and share information quickly and efficiently.
• Reviewers frequently mention Guru's user-friendly interface, efficient search function, and the ability to create and update 'cards' for easy information sharing, which greatly improves workflow and productivity.
• Users experienced issues with Guru's search functionality requiring exact keywords, slow loading times, outdated information, and a lack of integration with other apps, which can hinder the efficiency of content creation and retrieval.

IT Glue is the first documentation platform specifically built for the needs of IT professionals. With IT Glue, your team will have IT asset, vendor and software information, along with passwords, con

• System Administrator
• Computer & Network Security
• 69% Small-Business
• 28% Mid-Market

Stack Overflow for Teams is a knowledge-sharing platform that facilitates the collection, curation, and dissemination of your company’s knowledge. We do this by providing a platform that’s familiar to

• Senior Software Engineer
• 44% Mid-Market
• 39% Small-Business

MaintainX is the leading maintenance and work execution software, designed specifically for industrial and frontline teams. We help companies streamline maintenance operations, improve asset manageme

• Maintenance Manager
• Maintenance Supervisor
• Facilities Services
• Manufacturing
• 47% Small-Business
• 45% Mid-Market
• MaintainX is a program designed for easy navigation on both admin and user side, offering features such as work order creation, asset tracking, and inventory management.
• Users like the intuitive interface, the ability to use the program on various platforms, the robust tracking of historical failures and maintenance requirements, and the excellent customer support.
• Reviewers experienced some issues such as the program being a bit tedious to capture all the related data, minor bugs, the inability to add multiple assets to the same work order, and some features not being available in offline mode.

Poka transforms manufacturing operations by empowering workers with real-time access to knowledge, digital tools and expert support. Our AI-driven platform integrates training, communication and troub

• Food Production
• 70% Mid-Market
• 20% Enterprise

Mentimeter is the audience engagement platform. Easy-to-use, interactive, and innovative; presenting has never been less stressful and more effortless! Create unique and dynamic presentations that wil

• Higher Education
• Education Management
• 38% Small-Business
• 33% Mid-Market

Trainual is a knowledge transfer and training platform where growing teams build the playbook for how they do what they do. With Trainual, every process, policy, and procedure for all the roles and re

• Operations Manager
• Construction
• 66% Small-Business
• 32% Mid-Market
• Trainual is a tool designed to provide training to individuals through a visualization format, including videos in the training content, and allows users to edit and create new trainings for team learning.
• Users like the straightforward user interface, the ability to complete all assigned trainings in one application, and the ease of use, with many praising its intuitive usage, functional features, and proactive support team.
• Users mentioned issues such as lagging videos, a lack of a dark theme, slow mobile app, long buffer times, and difficulties with formatting text and loading large trainings.

Scribe is an AI-powered tool that documents your processes for you. Turn any process into a step-by-step guide, complete with text, links and annotated screenshots – in seconds. Customize and combine

• 58% Small-Business
• 34% Mid-Market
• Reviewers really appreciate the provided step-by-step guides and instructions.
• Reviewers find Scribe’s tools easy to learn and use.

Document360 is an AI-powered Knowledge Base platform designed for creating comprehensive documentation, including knowledge bases, technical documentation, API documentation, user manuals, SOPs and mo

• Technical Writer
• Customer Success Specialist
• 43% Small-Business

Yext (NYSE: YEXT) is the leading digital presence platform for multi-location brands, with thousands of customers worldwide. With one central platform, brands can seamlessly deliver consistent, accura

• Digital Marketing Manager
• Digital Marketing Specialist
• Hospital & Health Care
• 40% Enterprise
• 37% Mid-Market

GitBook enables teams to easily manage, share and publish their knowledge through a documentation platform designed for the entire organization. Packed with powerful features, GitBook supports any for

• 15% Mid-Market

Lark is an all-in-one collaboration platform for teams looking to streamline workflows and achieve business results faster. With a seamless user experience across desktop and mobile devices, Lark ensu

• 50% Small-Business
• 29% Mid-Market

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G2 Grid® for Knowledge Management

Knowledge management topics, why use knowledge management software, who uses knowledge management software, kinds of knowledge management software, knowledge management software features, software and services related to knowledge management software, learn more about knowledge management software.

Knowledge management tools are used by companies that wish to make the most of their employees’ varying levels of skill and experience. The software provides a common gathering place for teammates and remote coworkers to benefit from processes and workflows that have been documented, such as onboarding documents, frequently asked questions, and more.

These tools are especially helpful when onboarding new employees and as well as when saying goodbye to veteran employees. No one likes repetition, and knowledge management tools keep the old to inform the new. They help keep large teams on the same page, decreasing the chances of misinformation and easily avoidable errors.

Key Benefits of Knowledge Management Software

• Easily organize large volumes of various data types
• Access advanced insight, knowledge, and experience over time regardless of role
• Encourage collaboration through accessibility of information
• Give or strengthen structure of standard processes
• Increase communication among disparate departments
• Retain company knowledge after specific intelligence has moved on
• Provide a self-service knowledge base for users of a product or service

Knowledge management software has both internal and external use cases. Some companies use knowledge management software as an internal database for employees to reference. Other businesses will use knowledge management software as an external reference for customers.

Retain Information — Knowledge management solutions are often used to onboard new employees. Administrators and HR coordinators can keep training presentations, printable document files, dress code and conduct handbooks, and more in folders that are accessible by members of the company. This decreases the frequency with which employees reach out to ask questions such as which holidays they receive off and just how casual are casual Fridays.

In the same vein, long-term employees who retire or move on to their next opportunity don’t take all of their knowledge with them. The questions they’ve answered and the files they’ve uploaded remain accessible within the tool until an administrator deems them outdated or unnecessary. This is especially helpful for companies with unique processes that rely on informed employees to help troubleshoot and solve problems. With a knowledge management tool, the expertise remains with the organization.

Efficiency — Organized, documented knowledge means less time spent asking and answering questions and more time working on the tasks or projects at hand. With so much company information available digitally, employees spend less time having coworkers walk them through explanations manually. With open forums and FAQ pages, those in need have an abundance of eyes on their questions. More people having access to a question means a faster response time, as well as more voices to weigh in on a solution.

Users can upload documents and files to the knowledge management solution straight from their file storage or digital asset management accounts. Integration with these types of software products increases efficiency because users don’t have to perform the processes manually.

Users can also tag coworkers within comments on files or generate a link to send others straight to a document they need to see. This saves the time spent searching through information, allowing users to find and bookmark files quickly, keeping them for future reference.

Customer Service — An FAQ is named such because customers typically have the same questions about a company or product. A knowledge management system can serve as an easy customer service tool where customers can look up frequently asked questions or how-tos on a company’s website. This method of customer service can prove to be much cheaper than a help desk and can drive down call traffic.

Task Management — Knowledge management tools help users figure out how to reach goals, and some do so with specific task management features . Although task management software is a category all its own, it is also a functionality that lies within multiple other types of software. Many knowledge management tools have features that can provide transparency into project or task completion. Tagging features within documents allows users to pass files or documents on to those whose attention they require.

Businesses from across the spectrum utilize knowledge management software to organize their internal practices and external knowledge bases.

Onboarding Employees — Knowledge management software is also helpful in the process of onboarding and training new employees. Instead of taking hours out of the day to respond to every new thought and question that arises, new employees can look to knowledge management software for answers. They can search within the tool to see if the information they seek has been documented before. This encourages an environment where employees seek answers first and ask questions later.

Veteran Employees — Knowledge management software helps companies retain information that valued employees, managers, and other company members have developed and recorded over time. This is useful for businesses that don’t want to lose or misplace knowledge when an employee inevitably moves on to another company or to a role within the same company. Information can be archived so even old, outdated information can be stored for future reference.

Customers — Customers with questions about a product or service will often turn to a company’s website for a knowledge base on their offering. This knowledge base can be built by the company themselves or with additional insight from other customers. Customer insight is crucial since they share the same perspective and can provide other customers with advice with that perspective in mind.

Knowledge management tools can look very different based on their intended use case. Those meant for internal use will offer a different set of features compared to those intended for external use. However, at their core, these tools are essentially the same in how they create, store, and look for content.

Internal Knowledge Base — The most common usage for a knowledge management system is for internal information and practices. Internal knowledge bases will often require a login from a company email or from an email given express access to the knowledge base. Companies will use knowledge management systems to archive repetitive tasks, business practices, and company information.

External Knowledge Base — External knowledge management systems are often hosted on a company’s website or on a separate website solely devoted to the knowledge base. Unlike internal knowledge management tools, these usually don’t require a login. While some knowledge bases are curated solely by the company itself, some will allow users to post tips or answer questions other users have. This creates a knowledge base the average consumer can contribute to, engaging them with the product in unexpected ways.

Hybrid Knowledge Base — While most knowledge management systems can be used internally or externally at a company’s discretion, some products host both and intentionally provide different functions for each type. These products are dual-sided, with one set of features for internal use and another for external use. This makes for one cohesive knowledge base solution, both internal and external, hosted through one application.

Q and A — Provides forums where employees of various levels can share expertise and processes.

Searchable — Incorporates a search bar to help navigate users to appropriate content.

Public vs Private — Offers the choice to make a conversation private between specified contributors or open to the public.

File Viewing — Stores and readies various file types for viewing.

Tagging — Allows users to tag one another in file data or comments for easier search and referencing.

Upload — Lets users upload documents, photos, and various other file types from their personal devices for greater knowledge sharing.

Link Sharing — Lets users direct one another via customized links, foregoing a lengthy search process.

Comments — Allows users to leave notes or comments on various file types for eventual reference.

Business Content Management — Business content management software will often integrate with knowledge management systems, allowing users to pull documents or assets from a BCM and attach the documentation in the knowledge base. This creates a fluid process of knowledge gathering and document acquisition for employees.

Enterprise Content Management — Enterprise content management (ECM) software integrates with knowledge management systems in the same way that business content management software does. Knowledge management tools will allows users to link back to or attach content from an ECM so documents mentioned in the knowledge base can be quickly pulled up.

Customer Self-Service — Some customer self-service software include the same features of a knowledge management system. Customer self-service tools are more varied, but many knowledge management tools geared toward external uses will also be labeled customer self-service.

Knowledge Management Software Quick Facts

Knowledge management software reviews summary.

The 20 Knowledge Management software reviews on G2 are generated from qualitative and quantitative feedback from real users to help you compare and research the best software product for your business. Currently there are 356 Knowledge Management software products listed on G2. Based on ratings and quantity of reviews, these are the most popular:

• USU (formerly Aspera) (4.4-star rating with 12 reviews)
• Atlas Digital Workspace (4.6-star rating with 5 reviews)
• Memory Maps Inc. (4.5-star rating with 2 reviews)
• Stax.ai (5-star rating with 1 reviews)

G2 users review Knowledge Management software products based on criteria relating to user experience, setup, and support. On a scale of 1-10, users rate the Knowledge Management software tools on G2 as follows:

• Quality of Support: 8.8/10 average user rating
• Ease of Use: 8.7/10 average user rating
• Ease of Setup: 8.5/10 average user rating

Along with rating Knowledge Management software based on user criteria, G2 reviewers also provide ratings for Knowledge Management software features and capabilities. Currently the highest rated features of Knowledge Management software reviewed on G2 are:

• Community Improvement (100% average rating)
• Community Analytics (100% average rating)
• Nonconformance (99% average rating)
• Risk Management (98% average rating)
• Quality system (97% average rating)

Knowledge Management software users on G2 also compare the more specific features of these products. Below are the more specific features they find to be the most important when researching the best Knowledge Management software tools:

• Collaboration (100% average rating)
• Change Management (100% average rating)
• Customizability (100% average rating)
• Survey Customization (100% average rating)
• Multilingual Surveys (100% average rating)

Knowledge Management Software Review Snippets

Knowledge Management Software Reviews by Industry

Knowledge Management tools, apps, and software are used across a variety of industries. Each industry utilizes different key features of these products, some more than others. The most common industries using Knowledge Management software products reviewed here are Computer Software, Information Technology and Services, Marketing and Advertising, Financial Services, and Education Management.

Industry-Related Knowledge Management Software FAQs

Knowledge management software faqs for computer software industry professionals, what are the best knowledge management software products according to computer software industry professionals and based on the overall g2 rating scale.

The Knowledge Management software products with the most reviews that Computer Software professionals rate the highest are USU (formerly Aspera) (4.4 stars and 12 reviews), Atlas Digital Workspace (4.6 stars and 5 reviews), and Memory Maps Inc. (4.5 stars and 2 reviews).

What are the lowest-rated Knowledge Management software products according to Computer Software industry professionals and based on the overall G2 rating scale?

The lowest-rated Knowledge Management software products for Computer Software folks are ComAround Knowledge (3 stars), iEngage.ai (3 stars), and AssemblyX Pro (3.9 stars).

What are the highest-rated Knowledge Management software features for companies in the Computer Software industry?

• Search Queries (96% avg. rating)
• Compatibility (96% avg. rating)
• Grading and reporting (95% avg. rating)

Which Knowledge Management software features do companies in the Computer Software industry rank the lowest?

• File Management (94% avg. rating)
• Execution (94% avg. rating)
• Engagement Analytics (94% avg. rating)

Are there other more specific Knowledge Management software features rated highly by those in the Computer Software industry?

• File Type Support is a specific File Management feature with an average rating of 98%.

Knowledge Management Software Review Snippets from Computer Software Professionals

Of the 2,508 Computer Software users that left a review for Knowledge Management software products, this is what some of them had to say about those with the highest G2 score ratings and the most reviews.

Knowledge Management Software FAQs for Information Technology and Services Industry Professionals

What do information technology and services professionals rate as the best features for knowledge management software, what features of knowledge management software products do people in the information technology and services space rate lowest.

• Customer Tools (94% avg. rating)
• Audience Engagement (94% avg. rating)
• Assessment delivery (94% avg. rating)

What specific Knowledge Management software features are rated highly by those in the Information Technology and Services industry?

• Customizability is a specific Interaction feature rated an average of 100%.

Knowledge Management Software Review Snippets from Information Technology and Services Professionals

Of the 2,328 Information Technology and Services users that left a review for Knowledge Management software products, here's what some of them said about those that are the highest-rated with the most reviews.

Knowledge Management Software FAQs for Marketing and Advertising Industry Professionals

What are the best knowledge management software products according to experts from the marketing and advertising industry.

The Knowledge Management software products with the most reviews that Marketing and Advertising professionals rate the highest are USU (formerly Aspera) (4.4 stars and 12 reviews).

Which Knowledge Management software products do Marketing and Advertising industry experts like the least?

The lowest-rated Knowledge Management software products for Marketing and Advertising folks are KBPublisher (2.5 stars), Uberblick (3.5 stars), and Kipwise (3.9 stars).

Which Knowledge Management software features have Marketing and Advertising companies given the highest ratings?

What are the lowest rated features of knowledge management software features according to employees of marketing and advertising companies, which specific knowledge management software features are rated highest by marketing and advertising industry professionals.

• Typo Tolerance is a specific Search Queries feature rated an average of 97%.

Knowledge Management Software Review Snippets from Marketing and Advertising Professionals

2,069 Marketing and Advertising professionals have provided Knowledge Management software product reviews on G2. Find out what some of them had to say about the Knowledge Management software tools and apps with the highest G2 score ratings and the most reviews.

Knowledge Management Software Reviews by Market Segment

G2 Knowledge Management software reviewers come from companies of various sizes. Each business market segment has its own distinct experiences and requirements when it comes to Knowledge Management software products. On G2 we break these different market segments into 3 distinct groups:

• Small Business Knowledge Management Software : < 50 employees
• Mid-Market Knowledge Management Software : 51–1,000 employees
• Enterprise Knowledge Management Software : 1,001+ employees

60.4% of Knowledge Management tools reviews on G2 are from users working in small businesses, 28.2% of users are from mid-market companies, and 11.4% work at enterprise companies.

Knowledge Management Software FAQs by Market Segment

Knowledge management software faqs for enterprise companies, what are the best knowledge management software tools and apps for enterprise companies, based on the overall g2 rating scale.

The Knowledge Management software products enterprise-level professionals rate the highest are USU (formerly Aspera) (4.4 stars and 12 reviews) and Atlas Digital Workspace (4.6 stars and 5 reviews).

What are the least-liked Knowledge Management software products for professionals at enterprise companies, based on the overall G2 rating scale?

The lowest rated Knowledge Management software products on G2 are TouchStone Business System (2.5 stars), ComAround Knowledge (3 stars), and iEngage.ai (3 stars).

What are the highest-rated Knowledge Management software tool features according to employees at enterprise-level businesses?

• Services (100% avg. rating)
• Quality system (100% avg. rating)
• Nonconformance (99% avg. rating)

What do enterprise businesses rank the lowest when it comes to Knowledge Management software features?

Which specific knowledge management software features are rated highest by professionals in enterprise companies.

• Training & Learning is a specific Services feature rated an average of 100%.
• Professional Services is a specific Services feature rated an average of 100%.
• Implementation is a specific Services feature rated an average of 100%.

Knowledge Management Software Review Snippets from Enterprise Business Professionals

Enterprise business professionals share important information about Knowledge Management software usability, features, pricing, and more. Read what these users have to say about the top-rated Knowledge Management tools.

Mid-Market Company Knowledge Management Software FAQs

What are the top knowledge management software products according to professionals at mid-market companies, based on the overall g2 rating scale.

Knowledge Management software product users at mid-market companies rate USU (formerly Aspera) (4.4 stars and 12 reviews) and Atlas Digital Workspace (4.6 stars and 5 reviews) as the top Knowledge Management software tools on the market.

Which Knowledge Management software products are not well-rated by reviewers from mid-market companies, based on the overall G2 rating scale?

KBPublisher (2.5 stars), Aptean Industrial Manufacturing ERP Made2Manage Edition (3 stars), and Wikiful (3.3 stars) are the lowest rated Knowledge Management tools according to mid-market company professionals on G2.

What are the highest-rated Knowledge Management software tool features according to employees at mid-market companies?

• Community Improvement (100% avg. rating)
• Community Analytics (100% avg. rating)

Which Knowledge Management software features do mid-market company users rate the lowest?

• Inspection Management (98% avg. rating)
• Services (97% avg. rating)

What are some more specific Knowledge Management software features that people at mid-market companies rate highly?

• Collaboration is a specific Quality system feature with an average 100% rating.
• Change Management is a specific Nonconformance feature with an average 100% rating.
• Survey Customization is a specific Community Improvement feature with an average 100% rating.

Knowledge Management Software Review Snippets from Mid-Market Company Professionals

Read what Knowledge Management software users from mid-market companies have to say about the features, usability, pricing, and more of their top-rated Knowledge Management software tools and apps.

Knowledge Management Software FAQs for Small Businesses

What are the top knowledge management software products for small businesses.

Users from small businesses rate the following as the best Knowledge Management software products: USU (formerly Aspera) (4.4 stars and 12 reviews), Atlas Digital Workspace (4.6 stars and 5 reviews), and Memory Maps Inc. (4.5 stars and 2 reviews).

What Knowledge Management software products for small businesses are rated lowest?

For small business owners and professionals, the lowest rated Knowledge Management software products are KBPublisher (2.5 stars), Aptean Industrial Manufacturing ERP Made2Manage Edition (3 stars), and iEngage.ai (3 stars).

What Knowledge Management software tool features are rated highest for small businesses?

• Quality system (99% avg. rating)

What features do small businesses rank the lowest when it comes to Knowledge Management software?

• Risk Management (98% avg. rating)

Are there any particular Knowledge Management software features that small business professionals rate highly?

• Customizability is a specific Interaction feature with an average 100% rating.

Knowledge Management Software Review Snippets from Small Business Professionals

See what small business owners, employees, and other users have to say about the 356 Knowledge Management software products reviewed on G2. Compare reviews and product information to find the best Knowledge Management software for your small business.

Knowledge Management Software Reviews by Software Features

Knowledge Management software products on G2 have nearly 1,184 types of features, all of which contribute to the performance, usability, and functionality of the software. These software capabilities are rated and submitted in up to 13 feature reviews created by G2 users. These scores and detailed feedback can help you determine if a particular Knowledge Management software product has the attributes and functionality best for your business.

There are standard features across all the Knowledge Management tools, apps, and software reviewed on G2. Below we’ve listed the highest-rated standard features of Knowledge Management software products along with some of the core attributes that help drive the performance of those features:

• Gamification (100% average rating)
• ROI (100% average rating)
• Downloadable Reports (100% average rating)
• Customer Intelligence (100% average rating)
• Conformance Records (98% average rating)
• Supplier Evaluation (98% average rating)
• Operational Risk (98% average rating)
• Assesments (98% average rating)
• Analytics and Reports (97% average rating)
• Document Control (95% average rating)

To help you find the Knowledge Management tool that meets your business needs, below you will find answers to frequently asked questions about the best Knowledge Management software products that have the features mentioned above.

Which Knowledge Management products are the highest rated based on Community Improvement features?

• NbliK - AI Powered Community Platform for Brands

Which Knowledge Management products are the best rated based on Community Analytics features?

Which knowledge management products are the best rated based on nonconformance features.

• MANUFACTURO

Which Knowledge Management products are the best rated based on Risk Management features?

Which knowledge management products are the best rated based on quality system features, what are the most popular features g2 users focus on when picking knowledge management software tools.

• Collaboration is a Quality system feature with 13 G2 Reviews
• Customizability is a Interaction feature with 13 G2 Reviews
• Change Management is a Nonconformance feature with 11 G2 Reviews
• Survey Customization is a Community Improvement feature with 10 G2 Reviews
• Multilingual Surveys is a Community Improvement feature with 10 G2 Reviews

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16 Best Knowledge Management Software for 2024

Efficiently managing and leveraging the ever-growing volume of information generated within organizations, this knowledge has become crucial for success. This is where knowledge management software plays a vital role.

These platforms offer a centralized repository for storing, organizing, and sharing knowledge across teams, ultimately enhancing collaboration, productivity, and decision-making.

In this blog, we’ll explore the 16 best knowledge management software solutions available in 2024, spotlighting QuestionPro’s offering.

What is Knowledge Management Software?

Knowledge Management is about organizing knowledge in a company to make things work better. It helps with being more efficient, coming up with new ideas, working together, and making the company do better overall.

Knowledge Management software helps organizations manage what they know better. It helps store documents, work together, find information easily, connect with experts, create content, and share it with others.

Using knowledge management software helps organizations create a culture where learning and innovation happen all the time. It also makes decision-making better, reduces doing the same things over and over, and boosts productivity.

Importance of Implementing Knowledge Management Software?

In complex environments such as large organizations, the volume of information usually becomes a problem, and its correct management becomes a challenge that the company’s teams must worry about solving to guarantee the correct functioning of the processes. Implementing Knowledge Management Software (KMS) brings various benefits. Here are some of the most relevant benefits of implementing this type of tool in your daily operations.

• Centralize Knowledge: Knowledge management systems enable organizations to gather and organize knowledge from various sources into a centralized repository. This centralization ensures that information is easily accessible to all employees.
• Facilitate Collaboration: Collaboration tools within knowledge management systems encourage teamwork and knowledge sharing among employees, regardless of their physical location or department.
• Improve Decision Making: Access to accurate and up-to-date information is crucial for effective decision-making. Knowledge management systems provide employees with easy access to relevant big data, insights, and expertise, empowering them to make informed decisions quickly and confidently. This leads to better outcomes and more agile responses to changing market conditions.
• Enhance Efficiency: Streamlined processes for accessing and managing knowledge within knowledge management systems reduce duplication of efforts and minimize the time and resources spent searching for information. By providing intuitive search functionalities and organizational tools, KMS increases operational efficiency and productivity.
• Support Learning and Development: KMS is a valuable resource for employee learning and development initiatives. By providing access to training materials, best practices, and expertise, knowledge management systems support continuous learning and skill development within the organization. This not only enhances individual performance but also contributes to the overall growth and success of the organization.

16 Best Knowledge Management Software for Your Organization

Here, we’ve created a list of the 16 best knowledge management software solutions available today, each offering unique features and functionalities to suit various organizational needs.

Let’s explore the 16 of the best knowledge management systems available:

1. QuestionPro InsightHub

QuestionPro InsightHub stands out as a comprehensive platform designed to empower insights teams to organize, collaborate, and generate better research outcomes. It is feature-rich and customizable, enabling insights teams to supercharge their efforts, streamline processes, and generate actionable insights that drive organizational success.

• Knowledge base survey creation and management.
• Customization and Integration.
• Cross-Project Analysis .
• Project Management.
• Democratized Insights.
• Multilingual Capabilities.
• Unified Repository and Real-Time Dashboard.

Pricing: Free license never expires. Upgrade anytime. Pricing for premium features and packages starts from $99.

ClickUp is a project management solution that excels in the knowledge management system. Its document and file storage capabilities with version control ensure that knowledge assets are securely managed. 

The wiki-style knowledge base enables structured information sharing, while customizable dashboards provide insights into knowledge usage. Integration with third-party tools enhances knowledge sharing across platforms.

• Document and file storage with version control.
• Wiki-style knowledge base software.
• Task management with knowledge integration.
• Customizable dashboards for tracking knowledge usage.
• Integration with various third-party tools for seamless knowledge sharing.

Pricing: Business Best for mid-sized teams Starts at $12 Unlimited Best for small teams Starts at $7 per member per month.

Zendesk offers more than customer support; it includes features for effective knowledge management solutions. Self-service portals empower customers to find solutions independently through knowledge articles. 

AI-powered search capabilities ensure quick access to relevant information, while community forums foster user-generated knowledge sharing. Analytics tools provide insights into knowledge base performance and customer satisfaction . 

• Self-service portals for customers to access knowledge articles.
• AI-powered search for finding relevant information quickly.
• Community forums for user-generated knowledge sharing.
• Ticketing system integrated with knowledge base articles.
• Analytics for measuring knowledge base performance and user satisfaction.

Pricing: Basic Plans start at $19/month.

4. Document360

Document360 caters to technical documentation needs with its rich text editor and version control options. Users can create structured documentation effortlessly and customize themes to match branding. 

Advanced search functionality, along with tagging and categorization, streamlines information retrieval. Collaboration tools facilitate teamwork in documentation creation and updates.

• Rich text editor for creating structured documentation.
• Version control and rollback options.
• Customizable themes and branding options.
• Advanced search functionality with tagging and categorization.
• Collaboration tools for teams to work on documentation together.

Pricing: Standard price starts at $149 per project/month. 

5. Zoho Desk

Zoho Desk integrates help desk functionalities with robust knowledge management features. Its knowledge base creation tools include article templates and community forums for user discussions. 

AI-powered solutions suggest relevant knowledge articles, enhancing customer support team efficiency. Integration with the ticketing system ensures seamless support workflows while analytics track knowledge base performance and user engagement.

• Knowledge base creation with article templates.
• Community forums for user discussions and knowledge sharing.
• AI-powered solutions for suggesting relevant knowledge articles.
• Integration with the ticketing system for seamless support workflows.
• Analytics for tracking knowledge base performance and user engagement.

Pricing: Standard US$14/user/month.

6. ProProfs Knowledge Base

ProProfs Knowledge Base is an online platform for creating and sharing knowledge articles. Its features include an easy-to-use editor for creating knowledge articles, customizable templates for different content types, integration with quizzes and surveys for interactive knowledge sharing, analytics for tracking article views and engagement, and collaboration tools for team-based knowledge creation and updates.

• Easy-to-use editor for creating knowledge articles.
• Customizable templates for different types of content.
• Integration with quizzes and surveys for interactive knowledge sharing.
• Analytics for tracking article views and user engagement.
• Collaboration tools for teams to work on knowledge creation and updates.

Pricing: Starting at just $99/month.

Guru is a collaborative knowledge management solution designed for teams to efficiently capture, share, and access knowledge. 

It offers a Chrome extension for capturing knowledge from web pages, AI-powered suggestions, and integration with popular tools like Slack and Microsoft Teams. Analytics tools provide insights into knowledge usage and effectiveness, while permission controls ensure proper access management.

• Chrome extension for capturing knowledge from web pages.
• AI-powered suggestions for relevant knowledge articles.
• Integration with popular tools like Slack and Microsoft Teams.
• Analytics for tracking knowledge usage and effectiveness.
• Permission controls for managing access to knowledge articles.

Pricing: Starts at $15/ user‍/ month.

8. Confluence

Confluence is a collaborative software with robust features for creating and sharing knowledge. Its wiki-style knowledge bases creation, coupled with document and file storage with version control, provides a solid foundation for knowledge management. 

Integration with Jira facilitates linking knowledge to projects and issues, while customizable templates and permission controls ensure flexibility and security in knowledge sharing.

• Wiki-style knowledge base creation.
• Integration with Jira is needed to link knowledge to projects and issues.
• Customizable templates for various types of documentation.

Pricing: Standard $6.05 per user (estimated) $60.50 per month.

9. Helpjuice

Helpjuice is designed to help businesses create, organize, and share knowledge effectively. It offers an easy-to-use editor, advanced search functionality, and analytics for tracking article views, searches, and user feedback. 

Integration with customer support systems ensures seamless knowledge sharing, while customizable branding options maintain brand consistency.

• Easy-to-use editor for creating and formatting knowledge articles.
• Advanced search functionality with filtering and sorting options.
• Analytics for tracking article views, searches, and user feedback.
• Integration with customer support systems for seamless knowledge sharing.
• Customizable branding options for matching the knowledge base with the company’s identity.

Pricing: Starter $120 per month for up to 4 Users.

The notion is an all-in-one workspace with comprehensive note-taking, project management, and knowledge management features. Its flexible page layout and database functionality provide a versatile platform for creating structured knowledge articles. 

Collaboration tools and integration with other productivity tools ensure seamless workflow management, while customizable templates cater to various knowledge content types.

• Flexible page layout for creating structured knowledge articles.
• Database functionality for organizing and linking knowledge content.
• Integration with other productivity tools for seamless workflow management.
• Customizable templates for various types of knowledge content.

Pricing: Plus, A place for small groups to plan & get organized. $8 per user/month billed annually, $10 billed monthly.

11. Bloomfire

Bloomfire is a knowledge-sharing platform that facilitates effective team collaboration and information sharing. It offers content creation tools, social collaboration features like commenting and liking, and advanced search functionality with filters and tags. 

Integration with popular business applications ensures smooth knowledge sharing, while analytics tools track knowledge usage and engagement.

• Content creation tools for building knowledge resources.
• Social collaboration features like commenting and liking.
• Advanced search functionality with filters and tags.
• Analytics for tracking knowledge usage and engagement.
• Integration with popular business applications for seamless knowledge sharing.

Pricing: Contact for Pricing.

Quip is a collaborative productivity suite with document creation, project management, and knowledge-sharing features. Its rich text editor, integration with spreadsheets and task lists, and collaboration tools make it suitable for knowledge creation and sharing. 

Mobile apps enable access to knowledge on the go, while permission controls ensure proper access management.

• Rich text editor for creating and formatting knowledge articles.
• Integration with spreadsheets and task lists for linking knowledge to workflows.
• Collaboration tools like comments and mentions.
• Mobile apps for accessing knowledge on the go.
• Permission controls for managing access to knowledge content.

Pricing: Quip Starter is a powerful collaboration tool for your team or small business. $10 / user/month, billed annually.

13. Bitrix24

Bitrix24 is a business management platform offering CRM, project management, and knowledge-sharing features. 

Its knowledge base creation with customizable templates, integration with CRM, and collaboration tools facilitate efficient knowledge sharing. Social intranet features and access control settings ensure effective management of knowledge access.

• Knowledge base creation with customizable templates.
• Integration with customer relationships to link knowledge to customer interactions .
• Social intranet features like activity streams and group discussions.
• Access control and permission settings for managing knowledge access.

Pricing: Basic US$ 49 / organization/month / billed annually includes 5 users.

14. ServiceNow

ServiceNow is a cloud-based platform offering IT service management solutions, including knowledge management. It provides a rich text editor, AI-powered search, and integration with IT service management processes for seamless knowledge sharing. 

Self-service portals and analytics tools enhance user experience and knowledge-based performance tracking.

• Create a knowledge base with a rich text editor and multimedia support.
• AI-powered search for finding relevant knowledge articles.
• Integration with IT service management processes for seamless knowledge sharing.
• Self-service portals for users to access knowledge articles and request assistance.

Hiver is a collaborative email platform designed for teams to manage shared inboxes and collaborate on email conversations. 

Its shared inbox functionality, email templates, and knowledge base integration streamline email management and knowledge sharing. Workflow automation ensures efficient email management processes.

• Shared inbox functionality for collaborating on incoming emails.
• Email templates for creating standardized responses and knowledge articles.
• Knowledge base integration for storing and sharing relevant information.
• Analytics for tracking email performance and knowledge usage.
• Workflow automation for streamlining email management and knowledge-sharing processes.

Pricing: LITE (EASY STARTER) $15 per user per month (Limit 10).

Tettra specializes in knowledge management for remote teams, providing a wiki-style knowledge base, integration with popular tools like Slack and Google Drive, and permission controls. 

Analytics tools track knowledge usage and engagement, while onboarding and training features facilitate quick access to relevant knowledge for new team members.

• Create a wiki-style knowledge base with an easy-to-use editor.
• Integration with popular tools like Slack and Google Drive.
• Onboarding and training features allow new team members to quickly access relevant knowledge.

Pricing: Basic For small teams just getting started with knowledge-sharing $4 per user/month – minimum 10.

Recently, QuestionPro published a blog article about Idea Management Software . Explore to learn more about them.

How to Select The Best Knowledge Management Software?

Selecting the best knowledge management (KM) software involves evaluating various factors to ensure the tool fits your organization’s needs. Here’s a comprehensive guide to help you through the selection process:

Select Your Goals

Understand what you aim to achieve with KM software (e.g., improving customer support, enhancing internal knowledge sharing, reducing training time). Identify who will use the software (employees, customers, partners) and their specific needs. Determine the types of knowledge and content you’ll manage (documents, FAQs, video tutorials, forums).

Key Features to Look For

When selecting knowledge management (KM) software, here are the key features you should look for to ensure it meets your organization’s needs effectively:

• User-Friendly Interface
• Search Functionality.
• Integration

Collaboration Tools

• Content Management
• Analytics and Reporting
• Security and Compliance

Evaluate Your Vendors

Research the vendor’s reputation and read user reviews on platforms like G2, Capterra, or Trustpilot. Assess the quality of customer support and the availability of training resources. Determine the level of customization available to tailor the software to your specific needs.

Ensure the software can grow with your organization and handle increasing amounts of data and users. Also compare pricing models (subscription, one-time purchase) and consider the total cost of ownership, including any hidden fees.

Request Demos and Trials

Schedule demos with shortlisted vendors to see the software in action and ask specific questions. Take advantage of free trials to test the software in your environment and with your data. You can also Involve key stakeholders in the evaluation process and gather their feedback.

Post-Implementation Review

• Monitor Usage: Track how the software is being used and identify any issues or areas for improvement.
• Collect Feedback: Regularly gather feedback from users to ensure the software continues to meet their needs.
• Continuous Improvement: Stay updated with software updates and new features to continually improve your KM processes.

How to Use Knowledge Management Software?

Using the best knowledge management tools effectively involves several key steps to ensure that it serves its purpose of capturing, organizing, and sharing knowledge within your organization. Here’s a guide on how to use knowledge management platforms efficiently:

Select The Right Software

Choose a knowledge management software solution that aligns with your organization’s requirements and objectives. Consider factors such as:

• User-friendliness
• Scalability
• Integrations with existing systems
• Customization options

Plan Your Content Structure

Develop a structured approach to organizing your knowledge within the software. Create categories, folders, or tags that reflect the different types of knowledge your organization possesses. Consider the needs of various teams or departments and how they will access and contribute to the knowledge base.

Capture Knowledge

Start populating the knowledge management software with relevant content. This may include documents, manuals, best practices, FAQs, training materials, and any other information that is valuable to your organization. Ensure that the content is accurate, up-to-date, and well-organized.

Encourage Collaboration

Foster a culture of collaboration and knowledge sharing within your organization. Encourage team members to contribute their expertise, insights, and experiences to the knowledge base. Provide training and support to help users understand how to use the software effectively.

Promote Knowledge Sharing

Make it easy for users to access and share knowledge within the organization. Utilize features such as search functionality, discussion forums, wikis, and social features to facilitate knowledge sharing and collaboration. Encourage users to ask questions, provide feedback, and share their knowledge with others.

Establish Governance and Policies

Implement governance policies to ensure that the knowledge management software is used effectively and securely. Define roles and permissions for users based on their responsibilities and access requirements. Establish guidelines for content creation, editing, and approval to maintain quality and consistency.

Monitor and Measure Performance

Regularly monitor the usage and performance of the knowledge management software. Track metrics such as

• User engagement,
• Content contributions,
• Search effectiveness, and
• Time saved.

Use analytics tools to gain insights into how the software is being used and identify areas for improvement.

Iterate and Improve

Continuously iterate and improve your knowledge management processes based on feedback and insights gathered from users. Identify gaps in knowledge, areas of duplication, or outdated information, and take steps to address them. Keep the knowledge base updated and relevant to meet the evolving needs of your organization.

Provide Training and Support

Offer training and support resources to help users make the most of the knowledge management software. Provide documentation, tutorials, and user guides to help new users get started and learn how to use the software effectively. Knowledge management tools offer ongoing support and assistance to address any questions or issues that may arise.

By following these steps and adopting a systematic approach, you can effectively use knowledge management software to harness the collective knowledge and expertise of your organization, driving innovation, productivity, and growth.

How Can QuestionPro InsightHub Help as a Knowledge Management Software?

QuestionPro InsightHub can play a valuable role as a good knowledge management software by offering several features and functionalities that support knowledge sharing, collaboration, and retention within an organization. 

Here are some ways in which QuestionPro InsightHub can contribute to knowledge management: 

Surveys and Polls

InsightHub allows users to create surveys and polls to gather insights and feedback from employees or stakeholders. This data can be used to identify knowledge gaps, assess training needs, or gather opinions on specific topics relevant to knowledge management.

Discussion Forums

InsightHub provides a platform for hosting discussion forums where employees can ask questions, share expertise, and exchange knowledge. These forums facilitate informal learning and help capture tacit knowledge within the organization.

Content Sharing

InsightHub enables users to share documents, articles, and other resources related to knowledge management. This feature allows employees to access relevant information easily and promotes continuous learning and development.

Data Analysis

InsightHub offers robust data analysis capabilities, including advanced analytics and reporting tools. Organizations can use these features to identify trends, patterns, and insights within the data collected, enabling informed decision-making and strategic knowledge management initiatives.

InsightHub includes collaboration tools such as team workspaces, project management features, and real-time chat, which facilitate collaboration among employees working on knowledge management projects or initiatives.

Feedback Mechanisms

InsightHub allows organizations to gather employee feedback on knowledge management processes, tools, and initiatives. This feedback can be used to improve the effectiveness and relevance of the knowledge management system over time.

Integration Capabilities

InsightHub can be integrated with other systems and tools used within the organization, such as learning management systems (LMS), customer relationship management (CRM) software, or enterprise resource planning (ERP) systems. This integration ensures seamless data flow and enhances the knowledge management system’s overall effectiveness.

Choosing the right knowledge management software depends on your organization’s needs, size, and budget. Whether you’re looking for a comprehensive solution for enterprise-level knowledge management or a lightweight tool for small-team collaboration, the options listed above offer a range of features to suit diverse requirements. 

Invest time in evaluating each platform to find the one that best aligns with your organization’s goals and objectives, and watch as it transforms the way your teams collaborate and share knowledge.

Investing in the right knowledge management tool is crucial for businesses to stay competitive and drive innovation. Whether you’re looking for a comprehensive solution like QuestionPro or a specialized tool for documentation or customer support, the options listed above offer a range of features to meet your organization’s needs. 

Evaluate your requirements carefully and choose the software that best aligns with your goals and objectives for effective knowledge management in 2024.

Frequently Asked Questions (FAQ)

Knowledge management software is a digital platform designed to capture, store, organize, and retrieve knowledge within an organization.

Yes, knowledge management software can be tailored to suit the needs of small businesses, large enterprises, non-profits, and government agencies.

Metrics such as knowledge usage, user engagement, search effectiveness, and time saved can help evaluate the impact of knowledge management software on organizational performance.

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Tuesday, September 10th, 1:00 PM • IT and information services companies are aggressively deploying generative AI to improve productivity in various business functions. One early application is for mining market and competitive intelligence research. In this webinar, learn how leading tech vendors are employing GenAI to instantly derive insights from vetted credible sources to inform their strategy and marketing decisions.

SinglePoint Portal

Knowledge sharing at enterprise scale.

SinglePoint is an AI-powered enterprise portal platform optimized for market research and competitive intelligence, designed to serve complex, global organizations, without adding a heavy burden on IT.

Single Point of Access to All Your Information

Say goodbye to data silos in your knowledge management system.  All of your information — from subscription services, business news, and internal research — is accessed in one place: your organization’s market research/CI portal.  Every portal comes standard with unlimited seats for enterprise-wide sharing so information is democratized across your organization.

Generative AI

SinglePoint uses state-of-the-art generative AI to serve up key insights from your CI and market research content, combining the best of human and machine intelligence to make the work you are doing even more valuable.

Business Research Content Collections

Combine all your content from internal and external sources into one solution.

SinglePoint portals deliver any content you need including your syndicated subscription research, internal market research, agency-produced research, business news, journals, social media, and government databases.

Stay abreast of industry developments

Industry specific collections like Life Sciences Conference Abstracts and IT Industry White Papers contain insight-packed content not available in any other centralized way.

Learn what leading business strategists predict will happen to your industry in the future

The Thought Leaders Collection contains reports on the future of industries, consumer trends, digital transformation, AI, and disruptive change – from BCG, McKinsey, Bain, Accenture, PwC, Deloitte and 15 more thought leaders.

Access content in multiple ways

Northern Light content collections are available to users of SinglePoint strategic research portals, and through Amazon’s AWS Marketplace and the Amazon Data Exchange.

Northern Light boosts market intelligence search through generative AI

This is an exciting time in search and knowledge management for market and competitive intelligence as generative AI for market and competitive intelligence is advancing rapidly. Read our thoughts on how enterprise businesses can benefit from applying this new technology to their high quality primary and secondary market and competitive intelligence content.

Here's what the experts are saying about SinglePoint.

2024 Intellyx Digital Innovator Award Winner for Generative AI in a Competitive Intelligence Platform

Northern Light has been honored with the 2024 Intellyx Digital Innovator Award for our groundbreaking use of generative AI in a competitive intelligence research platform. Awarded by Intellyx, a leading industry analyst firm, this accolade is given to vendors who demonstrate exceptional innovation and disruption in the enterprise IT marketplace

100 COMPANIES That Matter in Knowledge Management

“These companies understand the importance of harnessing intellectual capital and transforming it into a strategic asset, while not losing track of the importance of people in the KM process. We think these companies play a pivotal role in shaping the future and bringing relevancy to how knowledge is harnessed and made useful across diverse sectors.”

The KMWorld AI 100: The Companies Empowering Intelligent Knowledge Management

“The ability of AI technologies to process vast amounts of data, recognize patterns that humans can’t see, and generate new knowledge and insights boggles the imagination. We at KMWorld are excited about the potential of AI to provide innovative KM solutions across the entire enterprise.” – Marydee Ojala, KMWorld Editor-in-Chief

When you spend millions a year on market research to help you better understand your customers, your industry, and your competitors, you expect that research to help make better business decisions throughout the company in every marketing, sales, and product development department.

Northern Light SinglePoint: Your Enterprise’s CI “Content Factory”

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Enterprises lag their employees when it comes to generative AI use

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SinglePoint can be your organization’s generative AI “quick win”

Most companies begin their generative AI (GenAI) journey by dipping a toe in the water. …

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We are an online survey operations company that helps market researchers eliminate the operational surprises and delays that disrupt projects.

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SIS International Research, founded in 1984, is a leading full-service Market Research and Market Intelligence firm.

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15 Best Knowledge Management Software Tools in 2024

Senior Content Marketing Manager

May 12, 2024

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In today’s fast-paced business world, where information is king, effectively managing knowledge is like taming a wild beast. That’s where knowledge management software and tools come in, serving as your trusty safari guide to navigate the untamed jungle of knowledge and emerge victorious.

Imagine having a powerful hub at your disposal, where capturing, organizing, and sharing knowledge is as effortless as a lion’s roar. No more hunting through piles of documents or getting lost in a maze of email threads.

In this comprehensive article, we’ll venture deep into the world of knowledge management solutions and tools. We’ll explore their indispensable role for businesses of all sizes, unveil their benefits, and guide you on a thrilling quest to choose the perfect solution tailored to your specific needs.

What is Knowledge Management Software?

What should you look for in knowledge management software, 3. document360, 5. confluence, 6. helpjuice, 8. bloomfire, 9. zoho desk, 10. help scout, 12. bitrix24, 13. servicenow.

Knowledge Management Software is a platform designed to capture, organize, store, and facilitate the sharing of knowledge and information within an organization. It helps businesses to effectively manage and utilize their collective knowledge assets, such as documents, files, databases, and expertise.

When searching for the perfect knowledge management software, it’s essential to make sure the following factors align with your organization’s needs:

• Easy-to-Use Interface: Your team should be able to adopt a knowledge management solution effortlessly
• Centralized Knowledge Repository: The right knowledge base software allows you to centralize your organization’s collective knowledge so it’s easy to access and search. Whether it’s documents, files, or even discussions, having a centralized hub helps everyone find the information they need
• Robust Search Capabilities: Look for knowledge management systems with efficient search functionality. This feature allows your team to quickly locate specific information, manage time and increase productivity
• Collaborative Features: Choose software that facilitates collaboration among team members. Features like real-time editing, commenting, and version control empower multiple users to work together on your internal knowledge base and enhance knowledge sharing within your organization
• Integration with Existing Tools: Your knowledge management software should complement your existing systems, such as a project management tool , a management solution, and other software. Knowledge base software solutions with robust integration capabilities further streamline process management and avoid duplication of efforts

15 Best Knowledge Management Software Tools to Use in 2024

Knowledge management software acts as the backbone of successful companies and teams, leveraging collective intelligence and promoting seamless collaboration.

We’ve carefully selected the 15 best knowledge management systems to use in 2024 to help you select tools that fit your unique needs. Each option promises to transform the way you store, share, and utilize information, ultimately boosting your operational efficiency.

ClickUp is an all-in-one project management solution that goes beyond traditional project and document management. With ClickUp’s robust knowledge management systems and key features, teams of all sizes can create beautiful wikis with buyer personas, business processes, employee handbooks, and other essential knowledge documents in ClickUp Docs .

Seamlessly connect your employees to important organizational knowledge and give simple access with key features like a universal search function, nested pages, and task management capabilities to assign or tag others into specific documents.

ClickUp best features

• ClickUp Brain to create knowledge bases with AI
• Integration with over 1,000 tools, including Jira, Zapier, Slack, and Google Drive
• Document management features link Docs and tasks together so you can access company knowledge in one place
• Add widgets to update workflows, change project statuses, and assign tasks
• Edit in real-time alongside your team, tag people with comments, assign action items, and turn text into tasks you can stay on top of ideas and keep everyone on the same page
• Get a bird’s eye view of your work with project management Dashboards
• Categorize Docs for easy access and find exactly what you need with a robust search function
• Internal teams can easily add a valuable resource to your company wikis to collaboratively build an internal knowledge base within one tool
• Choose from a vast library of templates (check out our HR knowledge base template and employee handbook templates !)

ClickUp limitations

• Due to its rich assortment of features, ClickUp can be complex to navigate for first-time users, resulting in a longer learning curve
• Some views are not available on mobile yet

ClickUp pricing

• Free Forever
• Unlimited : $7/month per user
• Business : $12/month per user
• Enterprise : Contact for pricing 👉 If you need a full software suite to handle your Enterprise workloads and processes, we’d love to help set you up for success! Please contact Sales when you’re ready.

ClickUp ratings and reviews

• G2: 4.7/5 (6,670+ reviews)
• Capterra: 4.7/5 (3,640+ reviews)

Zendesk isn’t a standalone knowledge management tool, but rather a full-fledged customer support suite. With Zendesk, you can create a centralized knowledge base to store, organize, and share valuable information with both your customers and internal teams to improve customer support.

Zendesk’s knowledge management systems and capabilities are particularly valuable for your support team. It empowers them to deliver instant answers, reduce repetitive customer queries, and improve the overall customer experience with access to store help desk or knowledge base articles.

Zendesk best features

• Create an internal knowledge base of articles, FAQs, and self-service resources in one centralized, easily accessible location
• Key features include a powerful search feature using keywords and filters and a content management system for company documents
• Keep track of edits, revert to previous versions, and ensure content accuracy in the company knowledge base
• Integration with the Zendesk suite of tools, including live chat and help desk

Zendesk limitations

• Limited customization options for design and layout
• Managing and organizing content in Zendesk becomes more complex as the knowledge base grows larger
• Zendesk doesn’t offer a standalone knowledge management solution

Zendesk pricing

• Support team: $19 per agent/month
• Support professional: $49 per agent/month
• Support enterprise: $99 per agent/month
• Suite team: $49 per agent/month
• Suite growth: $79 per agent/month
• Suite professional: $99 per agent/month
• Suite enterprise: Contact sales for pricing

Zendesk ratings and reviews

• G2: 4.3/5 (5,600+ reviews)
• Capterra: 4.4/5 (3,600+ reviews)

Document360 is a knowledge management system that excels in content creation and management, offering intuitive tools for creating and organizing articles, FAQs, and project documentation .

Document360 is suitable for a wide range of businesses, including startups, enterprises, and growing organizations to quickly access relevant information. It caters to the needs of customer support teams, product managers, and businesses handling large volumes of data and information.

Document360 best features

• Standout search functionality via advanced search filters, keyword searches, and AI-powered recommendations
• Intuitive and user-friendly interface
• Robust collaboration features that allow teams to work together on creating and updating knowledge-base articles

Document360 limitations

• Steep price tag
• Some users have found that managing large and complex knowledge bases in Document360 can be challenging
• Document360’s workflow management key features are considered basic and not advanced enough by some users

Document360 pricing

• Standard: $149 per project/monthly billed annually  
• Professional: $299 per project/monthly billed annually  
• Business: $399 per project/monthly billed annually
• Enterprise: $599 per project/monthly billed annually

Document 360 ratings and reviews

• G2: 4.7/5 (330+ reviews)
• Capterra: 4.7/5 (160+ reviews)

Guru is a dynamic knowledge management platform designed to revolutionize knowledge sharing and capturing. In fact, Guru’s knowledge base tool benefits customer service teams, sales teams, and support professionals seeking a streamlined knowledge management solution.

While giving teams access to valuable knowledge in the organization, this tool also enhances productivity, improves response times, and provides accurate information to help you deliver an exceptional customer experience.

Guru best features

• Transform knowledge into bite-sized, verified cards that are easily searchable and accessible
• Real-time syncing capabilities that integrate with your existing workflows and platforms
• AI-powered suggestions and reminders proactively help you keep knowledge current and relevant
• Key features such as in-context commenting and team spaces promote collaboration

Guru limitations

• Some users have found that adopting and mastering Guru’s platform requires a steep learning curve
• Guru’s customization options, particularly in terms of visual branding and layout, can be limited
• Users have noted that the search functionality could use improvement to be more precise and efficient across knowledge-base articles

Guru pricing

• Free: $0 (for up to 5 users)
• Builder: $10 per user/month
• Enterprise: Contact sales for pricing

Guru ratings and reviews

• G2: 4.7/5 (1,400+ reviews)
• Capterra: 4.6/5 (80+ reviews)

Confluence , part of the Atlassian suite of SaaS, is a robust wiki software that empowers teams to collaborate and share information seamlessly, so everyone is on the same page.

Suitable for a wide range of businesses, Confluence is particularly valuable for cross-functional teams, project managers, and knowledge-intensive departments. It facilitates seamless knowledge sharing, enhances productivity, and promotes effective collaboration across your company.

Confluence best features

• Create, edit, and organize content in real-time across teams and people
• Flexible and customizable spaces enable you to create dedicated areas for specific projects, departments, or knowledge domains
• Advanced search functionality
• Robust customizability of layouts, templates, and themes

Confluence limitations

• It may take time and effort to become proficient in navigating and leveraging Confluence’s features effectively
• Users have mentioned that Confluence’s formatting options, particularly in terms of document styling and design, may be limited compared to dedicated word-processing software
• While Confluence is designed to handle large amounts of content, some users have experienced performance issues when working with extensive knowledge bases or complex pages

Confluence pricing

• Free: $0 (up to 10 users)
• Standard: $5.75/month per user
• Premium: $11/month per user
• Enterprise: Contact for pricing

Confluence ratings and reviews

• G2: 4.1/5 (3,600 reviews)
• Capterra: 4.5/5 (2,900+ reviews)

Compare Notion and Confluence !

Helpjuice is suitable for businesses of all sizes looking to optimize their knowledge management practices. It caters to customer service management teams, HR departments, and internal knowledge-sharing initiatives.

The knowledge management system accommodates the requirements of multilingual organizations and offers several reporting and analytics features to help you keep track of your projects.

Helpjuice best features

• Find valuable insights into knowledge base usage, article performance, and user engagement
• The search functionality includes intelligent search, which offers relevant article suggestions as you type in your queries
• In-line commenting, version history, and content approval workflows promote seamless collaboration within your team

Helpjuice limitations

• Some users have found that managing media files is complex since Helpjuice doesn’t feature a dedicated folder to store them
• Reviewers have noted that Helpjuice’s template options can be somewhat rigid, limiting the ability to customize the layout and structure of articles and knowledge base pages

Helpjuice pricing

• Starter: $120/month (up to 4 users)
• Run-Up: $200/month (up to 16 users)
• Premium Limited: $289/month (up to 60 users)
• Premium Unlimited: $499/month (unlimited users)

Helpjuice ratings and reviews

• G2: 4.3/5 (15+ reviews)
• Capterra: 4.7/5 (90+ reviews)

Notion is a versatile all-in-one workspace where teams can create and organize internal knowledge bases, project wikis, and collaborative documents in one unified platform.

The knowledge management system and task management tool is suitable for a wide range of individuals and teams, including project managers, content creators, and remote teams. It serves as a comprehensive solution for organizing and accessing information, streamlining workflows, and enhancing team productivity.

Notion best features

• Flexible and customizable workspace allows you to design your own layouts, templates, and databases to suit your specific workflows and preferences
• Teams can collaborate in real-time, leave comments, and track changes
• Easy embed and integrate various media types, including images and videos
• Notion’s database functionality lets you create structured content, organize data, and build dynamic views within your knowledge base

Notion limitations

• As the complexity and volume of information increase, users have found Notion’s performance can be impacted
• Users have noted challenges in managing access control for specific sections or sensitive information within a knowledge base unless they’re in the Enterprise tier

Notion pricing

• Plus: $8 per user/month billed annually or $10 billed monthly
• Business: $15 per user/month billed annually or $18 billed monthly
• Enterprise: Contact for a demo

Notion ratings and reviews

• G2: 4.7/5 (3,800+ reviews)
• Capterra: 4.7/5 (1,600+ reviews)

Bloomfire is a robust knowledge base software that makes it easy for teams to effectively capture, organize, and share information.

With its user-friendly interface, Bloomfire allows teams to create and categorize articles, videos, and other content types. You can leverage powerful search capabilities to find information quickly and efficiently.

Bloomfire best features

• Social learning features give you a new way to engage with your team, share insights, ask questions, provide feedback, and learn from each other
• Powerful search functionality allows you to quickly locate specific information within the knowledge base

Bloomfire limitations

• While Bloomfire integrates with popular tools and platforms, users have encountered limitations when integrating with certain third-party systems
• Users looking for more advanced workflow automation or approval processes for content creation and publishing may find the platform’s capabilities lacking

Bloomfire pricing

• $25 per user/month scaled by volume and model
• Contact for a personalized quote

Bloomfire ratings and reviews

• G2: 4.6/5 (470+ reviews)
• Capterra: 4.3/5 (200+ reviews)

Zoho Desk is one of many customer service tools that double as knowledge management software. While it primarily focuses on providing help center functionalities to support agents, it also offers basic knowledge management capabilities, mainly self-service solutions.

Zoho Desk enables businesses to create and manage customer-facing knowledge bases, allowing customers to access resources for common queries and issues.

Zoho Desk best features

• Track revisions, view the history of changes, and restore previous versions if needed
• Enables customers to access a self-service knowledge base, empowering them to find answers to their questions and troubleshoot common issues independently
• Team members can collaborate on creating, reviewing, and updating content

Zoho Desk limitations

• Some users have expressed the need for more flexibility in customizing the appearance, layout, and branding of the knowledge base
• Users have reported challenges in integrating Zoho Desk’s knowledge management module with other systems or platforms they use within their organization

Zoho Desk pricing

• Standard: $14 per user/month billed annually
• Professional: $23 per user/month billed annually
• Enterprise: $40 per user/month billed annually

Zoho Desk ratings and reviews

• G2: 4.4/5 (4,600+ reviews)
• Capterra: 4.5/5 (2,000+ reviews)

Help Scout is a versatile customer support platform with a knowledge base functionality, allowing businesses to build a comprehensive library of articles, FAQs, and documentation.

Via the Docs feature, you can easily author and categorize content, ensuring easy navigation for customers seeking self-service support.

Help Scout best features

• Advanced search filters and relevance algorithms ensure that customers discover relevant information efficiently
• With tagging and categorization options, you can create a logical structure that helps customers navigate and discover information effortlessly

Help Scout limitations

• Users have expressed the need for more advanced collaboration tools, such as content review workflows, task assignments, or content approval processes
• Help Scout’s knowledge base has limited customization options, particularly in terms of layout and design

Help Scout pricing

• Standard: $20 per user/month billed annually
• Plus: $40 per user/month billed annually
• Pro: $65 per user/month billed annually

Help Scout ratings and reviews

• G2: 4.4/5 (380+ reviews)
• Capterra: 4.6/5 (190+ reviews)

Quip is a cloud-based collaboration and knowledge management software that offers a versatile platform for teams to work together, create documents, and share knowledge. It combines the features of a word processor, spreadsheet, and project management tool into one cohesive platform.

Quip best features

• Chat and messaging  to communicate with teammates within the app
• Granular permissions to set user rights at the file or folder level
• Android and iOS apps to access files stored on the go
• Task lists and project management tools
• Salesforce integration for file storage

Quip limitations

• Steep learning curve for non-Salesforce customers as a standalone file sharing platform
• Limited customization and personalization

Quip pricing

• Starter : $10/month per user
• Plus : $25/month per user
• Advanced : $100/month per user

Quip ratings and reviews

• G2 : 4.2/5 (1,000+ reviews)
• Capterra : 4.4/5 (190+ reviews)

Bitrix24 is a popular online collaboration and communication platform that offers a wide range of tools for businesses. It includes features such as project management, CRM, communication tools, document management, and more. Bitrix24 allows teams to collaborate effectively, streamline workflows, and improve productivity.

Bitrix24 best features

• Identify bottlenecks and sales opportunities with the sales funnel analysis tool
• Use the email and SMS automation to boost sales and improve customer retention
• Schedule and track progress towards sales activities with the Gantt chart view
• Create relationships between sales activities with task dependencies

Bitrix24 limitations

• Customization limitations
• Steep learning curve
• Limited integrations

Bitrix24 pricing

Bitrix24 has a free plan, and paid plans start at $24/month for two users.

Bitrix24 ratings and reviews

• G2: 4.1/5 (300+ reviews)

ServiceNow is a leading cloud-based platform that provides various software solutions for enterprise-level service management. It offers a range of IT service management (ITSM) tools, as well as other modules for IT operations management (ITOM), customer service management (CSM), human resources service management (HRSM), and more.

ServiceNow best features

• Real-time reports and dashboards
• Automatic prioritization and task assignments
• The IT platform dashboard stores all your data and insights in one place to boost collaboration and promote employee engagement
• Use the handy service level agreement (SLA) management reminders and notifications to stay on top of customer satisfaction

ServiceNow limitations

• It’s not a full CRM and project management tool , so you’ll need to use it in combination with other tools
• Some users felt the reporting features could be more robust for customer support

ServiceNow pricing

• Contact for custom pricing tailored to your business needs

ServiceNow ratings and reviews

• G2: 4.4/5 (1,500+ reviews)
• Capterra: 4.5/5 (190+ reviews)

Hiver is a collaborative email management tool that helps teams work together efficiently and effectively within their existing Gmail accounts. It is designed to enhance the productivity of teams by enabling them to collaborate, delegate, and track emails seamlessly.

Hiver best features

• Share an email inbox and manage emails within Gmail
• Assign and resolve emails together, with the ability to add comments, labels, and notes to emails
• Create and use email templates to react to frequently asked questions

Hiver limitations

• Dependency on Gmail
• Limited mobile expirience
• Limited features

Haver pricing

• Lite : $15 per member/month
• Pro : $39 per member/month
• Elite : $59 per member/month

Hiver ratings and reviews

• 4.6/5 (800+ reviews)

Tettra is an AI-powered knowledge management system and wiki software that helps teams manage and share organizational knowledge. It allows users to curate important company information into a knowledge base, which can be used to answer repetitive questions and onboard new teammates. Tettra provides a platform for organizing and collaborating on team documentation and processes.

Tettra best features

• Integrations
• Makes content contribution easy
• Allows media, links, and rich formatting

Tettra limitations

• As it grows, it may be difficult to see new activity
• Results in duplicate content when trying to list one document in two places
• Images within lists provide limited formatting

Tettra pricing

• Starting: Free
• Scaling: $8.33/month per user
• Professional: $16.66/month per user

Tettra ratings and reviews

• G2: 4.6/5 (89+ reviews)
• Capterra: 4.1/5 (9+ reviews)

ClickUp: The Best Knowledge Management Tool for Teams

In the vast landscape of knowledge management, taming the beast of information overload can be a terrifying prospect. But fear not, as ClickUp’s feature offer a powerful platform for seamless collaboration, centralized knowledge repositories, and effortless information retrieval.

With its intuitive interface, you can create, edit, and share knowledge with ease, ensuring everyone in your company has access to the latest information and making knowledge gaps a thing of the past.

Start your knowledge management adventure today with ClickUp and unlock the true potential of your organization’s knowledge.

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The 14 Best Knowledge Management Tools, Compared (2024)

Knowledge management is increasingly important in today’s distributed workforce. The most effective support teams need accessible, up-to-date, and accurate information to do their jobs. 

With a plethora of knowledge management tools on the market, it can be tough to understand which tool is the best fit to organize your team's knowledge and documentation.

To help out, we've put together a list of some of the best options for each use case.

What is knowledge management?

Knowledge management is a broad term that describes the ways we gather, store, and share information. 

Every organization contains a ton of knowledge, but getting that knowledge documented and accessible can be challenging. When your organizational knowledge is tied up in people’s brains or in tools that are hard to find and access, your team and your customers are unable to benefit from it.

The easiest way to solve that problem is to use a great knowledge management tool.

Recommended Reading

What is Knowledge Management? A Beginner’s Guide

What are knowledge management tools.

Knowledge management tools are applications that help you collect, organize, and distribute information. A huge variety of them exist — designed for different use cases and needs — but the end goal is the same: organizing and making use of your knowledge. 

For customer support teams, knowledge management systems also play a foundational role in improving self-service .

Why is using a knowledge management system important?

People are inundated with content all day, every day, and retaining it all is a huge challenge.  A knowledge or content management system allows you to make all of that information more accessible so that it can be surfaced and put to use when needed.

For businesses , knowledge management tools can create transparency, facilitate collaboration, and prevent the loss of knowledge when employees move on. In addition, companies that sell a product or a service can improve customer satisfaction and reduce support volume by investing in self-service solutions like knowledge base software.

For customers , knowledge management tools enable them to receive help when and where they want it, giving them an improved experience with a product or brand.

For individuals , knowledge management tools help keep track of work projects, notes, or other information so that it can be accessed again in the future.

While almost everyone can benefit from the use of a knowledge management tool, each use case will require a different type of tool, each with features that best align with the type of information being stored and the audience it caters to.

The Ultimate Guide to Knowledge Base Management

Types of knowledge management tools.

There are many different ways to manage an organization’s knowledge, and different tools reflect those different approaches.

The type of tool you choose depends heavily on the specific needs of your team or situation. For example, some knowledge management tools are focused on internal users, while others are focused on external use cases. Other tools might blend both use cases, enabling knowledge sharing across your organization and your customers. 

In addition, while cloud-based knowledge management tools are standard, you may want something that can operate locally.

To help make picking the right knowledge management solution easier, it’s useful to break them down into a few key categories:

Knowledge bases and wikis : These tools are used to create a central repository of information where employees or customers can easily search for and access company knowledge. Standard knowledge bases are typically maintained by a small group of internal editors, while wikis allow collaborative editing (like Wikipedia ).

Document management systems : Most folks are familiar with these classic systems. These are tools that focus firmly on creating, storing, and organizing information in documents, such as Google Docs or Dropbox. 

Collaboration tools : These tools allow team members to collaborate on tasks, share ideas, and store project-related knowledge. They typically include chat functions, project management features, and document editing capabilities.

Personal knowledge management tools : Personal knowledge management (PKM) tools apply many of the same principles used by standard tools to collect, structure, and share knowledge at the personal level. These apps facilitate note-taking, idea mapping, archiving, categorizing, and information retrieval, enhancing learning and productivity by creating a personalized knowledge base.

Question and answer tools : Q&A tools enable users to ask questions and get answers from other users. They’re interactive and rely on participation from across your organization. Over time, these tools can create helpful libraries full of answers to your most commonly asked questions.

How to Create and Organize a Knowledge Base

The best knowledge management software in 2024.

Here are 14 tools you can use to better organize and manage your personal or professional knowledge.

1. Help Scout  

Best knowledge management tool for support teams.

Help Scout is a complete platform for managing your customer communications. While it can transform nearly every aspect of your customer communications, one fantastic part of Help Scout is Docs , its knowledge base component.

Docs can be highly customized to match your brand, but it’s beautiful and super easy to use right out of the box. You can launch Docs and create valuable knowledge articles within minutes, making knowledge instantly accessible to both internal users and customers alike.

Since Docs is part of the Help Scout platform, plans also include a ton of features that can help you maximize the impact of your knowledge. For instance:

Beacon enables you to embed a chat-style widget within your app or on any page of your website, meaning users can access your help center without needing to navigate away from the page they’re already on.  

Docs is also deeply integrated with Help Scout’s shared inbox . Your support team can share links to your knowledge base articles without needing to copy and paste or leave a conversation, meaning your customers can get faster responses (and your agents will have fewer headaches).

AI assist makes it easy to polish content and get it published more quickly. It can also help you translate content from one language to another, making your knowledge accessible to a wider audience. 

With powerful search capabilities, detailed reporting , and the rest of the Help Scout platform behind it, Docs is a great fit for growing support teams of all kinds. There’s no easier way to make your organizational knowledge available to your customers and your team.

Price : Free trial available. Plans start at $22/user per month.

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2. Obsidian  

Best personal knowledge management tool.

Obsidian is designed to help individuals build a personal knowledge base. It uses a unique “networked” note-taking approach where notes are stored in plain text and can be linked together, forming a web of interconnected information that is easy to navigate and expand. 

Obsidian has a vibrant community of plug-in authors and supporters who create a rich and customizable ecosystem for folks who love to tinker.

For someone looking to take a structured approach to their own knowledge and documents — outside of work — Obsidian is a powerful tool that provides an incredible experience.

Price : Free for personal use, with optional paid add-ons. Commercial plans start at $50/user per year.

3. Stack Overflow for Teams

Best tool for question-and-answer-style knowledge management.

Stack Overflow for Teams is the lesser-known sibling of the classic engineering tool Stack Overflow. 

Instead of a public board, Teams gives a private take on the question-and-answer-style tool, specifically designed to facilitate knowledge sharing within a single organization. 

It allows team members to ask questions and get answers from their colleagues, thereby encouraging knowledge sharing and collaboration. The Q&A format also creates a searchable knowledge base — similar to a community forum — that preserves valuable information over time.

Price : Free for up to 50 users with limited functionality. Paid plans start at $6.50/teammate per month.

4. Logseq  

Best open-source knowledge management software.

Logseq is a privacy-focused, open-source platform for knowledge management and note-taking.

It's designed to support the implementation of non-linear and networked thought processes. 

This method of note-taking is sometimes known as “linked thought” and is similar to Obsidian, where each note or piece of information can be linked to others, creating an interconnected web of knowledge.

For users who are looking to support the open-source ethos or who simply want a security-focused platform for their knowledge management, Logseq is a fantastic choice.

Price : Free for personal use.

Knowledge Base Software: The Best Options for 2024

Best knowledge manager for no-code enthusiasts.

Coda is a collaboration-focused platform that combines key features of documents, spreadsheets, databases, and project management tools — all in a single interface. 

Coda’s Swiss Army knife approach allows users to create and customize tools to fit their specific workflows: everything from simple to-do lists to complex business processes. Coda is supported by a diverse ecosystem of plugins (called “Packs”) that allow you to draw information from other apps into Coda, taking a simple doc format and pulling in information from tools like Figma, Slack, Airtable, and more.

If you want to create an integrated, app-like experience using multiple tools for your team’s knowledge base, Coda can make it happen — all without any code.

Price : Free for all users with limited functionality and integrations. Paid plans start at $10/month per Doc Maker (Coda only charges for users who can create new docs).

6. Tettra  

Best knowledge management tool for Slack.

Tettra is a popular knowledge base software that allows companies to create a centralized repository for their collective knowledge that is easily accessible in Slack. 

The standout feature of Tettra is the depth of the integration with Slack, which allows users to access and interact with their Tettra knowledge base without leaving the Slack environment. For instance, you can search your Tettra knowledge base directly from Slack or turn a Slack conversation into a new Tettra page.

Reducing the barrier to creating and consuming knowledge is critical to a robust knowledge management process, and for teams that live in Slack, Tettra makes it as easy as possible.

Price : Free trial available. Plans start at $4/user per month (minimum 10 users).

Best internal knowledge tool for embedding in your workflow.

Guru is a flexible solution that is best known for its emphasis on delivering the information your team needs when and where you need it. 

Unlike traditional knowledge bases, Guru integrates directly into your workflow, enabling team members to access and capture knowledge without leaving their work. Its biggest key feature is its browser extension, which ensures that no matter where your work happens, Guru is there for your team.

This makes Guru particularly great for teams that need on-demand and in-context information. It works for all kinds of use cases, from new employees looking for information on benefits to a CSM who needs quick access to specific documents during a meeting with a customer. 

Price : Free trial available. Plans start at $15/user per month.

8. Notion  

Best knowledge management tool for collaboration.

Notion is a powerful, all-in-one app that enables teams to organize and collaborate on a diverse set of information types. It combines features of note-taking, task management, databases, and project management into a single place.  

Its flexible structure supports the creation of hierarchical pages, allowing users to organize information in a way that suits their workflows. This means Notion can serve in a variety of ways, including as your company wiki, a place for capturing meeting notes, a project management tool, or as your process library.  

For teams with a diverse set of knowledge, Notion packs in everything and the kitchen sink, creating a space anyone can use their way.

Price : Free plan available. Paid plans start at $8/user per month.

9. Helpjuice

Best knowledge management tool for troubleshooting.

Helpjuice is a knowledge base platform that is perfect for creating either an external or internal knowledge base. It has all of the features you need — an intuitive editor, roles and permissions, versioning, and plenty of customization options — to get your business’ help center up and running fast.

One of the best features of Helpjuice is its ability to create knowledge base articles that include decision trees. With the decision tree option, you can walk readers through a set of questions, and, based on their answers, you can display different content. This can be especially helpful for technical products like electronics or software, where readers may need to use knowledge base content for troubleshooting.

Finally, Helpjuice offers a web widget that allows you to embed access to your knowledge base within a website or app, helping customers get the help they need, wherever they need it.

Price : Free trial available. Plans start at $120 per month for four users.

The 11 Best SaaS Knowledge Base Platforms for 2024

Best knowledge management tool for documenting internal policies and procedures.

Slab is a knowledge management platform that can help your team access, maintain, and share company information. You can nest individual posts within topics to aid in organization, utilize collaborative editing on documents to create posts as a team, and control access to content so that team members only have access to what they need. It also supports a verification feature that lets your readers know that the information that they’re accessing is up to date.

Beyond these standard features, Slab also integrates with many tools that are likely part of your team’s tech stack. For instance, if your team also uses Slack as a primary communications tool, people can easily search for or create content right from Slack.

Finally, the tool has some cool AI features to speed up your workflow by automatically fixing typos, suggesting content as you type, and providing readers with quick answers to their questions based on the knowledge within your Slab instance.

Price : Free for up to 10 users. Paid plans start at $6.67/user per month.

11. Confluence

Best knowledge management tool for Jira users.

Confluence is a great tool for project management, as it allows you to keep all of the information about a release or initiative together, creating a single source of truth for your team. In addition to the ability to create knowledge base articles, Confluence also has tools and templates for brainstorming, project scoping, creating a product roadmap, documenting meeting notes or best practices, and more.

Given that Confluence is made by Atlassian, it can be a great option for companies whose development teams are already using Jira for their issue-tracking solution. The native integration lets teams link Jira issues to documentation easily, helping readers get additional context if needed.

Price : Free plan and trial available. Paid plans start at $6.05/user per month.

12. ClickUp

Best knowledge management tool for project management.

ClickUp is a knowledge management and productivity tool that brings all of your team’s work into one place. The user experience can feel a little similar to Confluence — you can scope out projects, keep track of tasks, create separate spaces for different teams within your organization, and, of course, create knowledge base articles.

When it comes to creating knowledge base docs, it’s easy to create aesthetically pleasing, highly functional documentation with ClickUp. You can even embed tasks and widgets into your docs or update workflows right from the editor. The platform’s real-time editing and the ability to share documents both internally and with guests make it a good choice for teams that like to manage knowledge collaboratively. 

Finally, ClickUp’s AI tools can help save your team time with automatic summarization, writing assistance, and answers to questions based on your account’s content.

Price : Free for individuals. Paid plans start at $7/user per month.

AI Knowledge Base: An Essential Guide

13. document360.

Best knowledge management tool for teams requiring localization.

Document360 is a stand-alone knowledge base solution that allows you to create a public or private knowledge base. Authors can compose articles using either WYSIWYG, markdown, or code block editors, making it really easy to get content published. If you find that you create a lot of similarly formatted articles, you can also create templates to make the documentation process even faster.

If you are a business owner and you want to display public-facing docs on your website or within your app, Document360 has a web widget to help get information to your customers within your UX. The platform also has AI features that use generative AI to help answer customer questions, summarize articles, generate meta descriptions, and more.

For businesses that operate globally, Document360’s localization features can be helpful. It can be really easy for translations and article text to fall out of sync. Document360 helps you know which articles require updates, and for those without access to translators, it can provide AI-powered machine translation for your text. 

Price : Free plan available. Paid plans start at $149 per project.

14. KnowledgeOwl

Best knowledge management tool for small businesses.

KnowledgeOwl is another stand-alone option that could be great for a small business. The platform lets you create a knowledge base — either public, internal, or mixed-use — without any content limits. You can create articles using the software’s WYSIWYG editor, or if you want to further customize, you also have access to HTML, CSS, and JS.

With KnowledgeOwl you can use permissions and roles to ensure that only authorized readers and authors have access to your documentation. The software also has versioning tools to help keep track of article revisions, typo-tolerant search and glossary functions to help users find what they need, and a web widget for embedding documentation directly into websites or apps. 

Finally, KnowledgeOwl, like Help Scout, is a certified B organization and offers discounts for purpose-driven organizations. This can be a plus for businesses looking to align with other companies committed to the same values.

Price : Free trial available. Plans start at $100 per month.

18 Knowledge Base Examples That Get It Right

Choosing the best knowledge management tool for your team.

Simply having a knowledge management tool available won’t make knowledge more accessible. Effective knowledge management requires careful thought and disciplined behavior:

Support agents need to create or update documentation for resolving issues.

Internal users need to remember to use knowledge management tools as a first step when they have questions.

Customers need to trust that your help center has valuable resources and to use it when they need help.

When choosing and implementing a knowledge management tool, it’s critical to look at the big picture and consider what new processes and habits your team and organization will need to adopt. 

Beyond considering how the use of a particular tool will affect your team’s processes, here are some other factors to consider:

Type of knowledge : Teams looking to organize images or PDF files will need a different solution than those who are looking to create a company wiki.

Use case : Are you looking to create a help center for your customers? Do you want to create a space where employees can read up on company policies or collaborate on team initiatives? Some of the products we’ve discussed will work well for both scenarios, while others cater to a specific use or audience. 

Must-have features : Before you start signing up for trials or requesting demos, it’s good to have an idea of what your non-negotiables are. This can be anything from needing a tool that integrates with the rest of your tech stack to wanting a platform that integrates AI. 

Budget : While there are plenty of knowledge management tools on the market that have a free plan, these plans often have limited functionality compared to paid options. Know what your budget is, and look for a tool that gives you the most value for what you can spend.

If you’re able to adopt these behaviors and find a tool that matches your use case and budget, your new knowledge management software will be able to facilitate improved collaboration, increased efficiency, and continuous learning.

Knowledge Base Design Tips for Better Self-Service Support

Improve your knowledge management.

Different knowledge management products exist for the many different use cases out there, but they all serve similar goals: helping people — individuals, teams, or companies — get more value from the knowledge they already possess. 

If you'd like to improve your customer experience by making it easier for your customers to access essential knowledge about your product, you should take advantage of Help Scout’s 15-day free trial .

It’s the easiest way to improve your customer communications at scale — give it a try today!

Note: Additional content for this article was provided by the Help Scout content team.

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Thomas hils.

Thomas is a 10+ year veteran of the customer support space at companies like Zapier, Coda, and CoinTracker. He’s the founder of CX consultancy Silience Group and Head of Support at Replo.

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Market Map: Research and Knowledge Management Platforms

So you work in a consumer insight or user research team. You do a lot of projects, and you need more than just a filing system to tame them. You need to share learning across your team. And you want other teams to help themselves sometimes – rather than asking you every time they need data about users or consumers.

Enter research and knowledge management platforms: software for storing, analysing and sharing project inputs and outputs.

What’s in each of these different buckets?

Survey Data Consolidation

These tools are repositories for multiple surveys (they don’t just run on a single study or long term tracker), and have search, analyse and visualise capabilities. They aim to do what Business Intelligence tools like Tableau , Looker or Microsoft Power BI do – democratise access to data – only with a much tighter focus (mainly surveys, sometimes complementary datasets).

In fact, many BI and IT teams will tell you that survey data should go through their enterprise BI platform rather than use a specialist tool.

They’re almost always wrong.

Survey data comes in comparatively small chunks, is different every time and has weird nuances like multiple choice questions that generalist tools struggle with. Hence the need for specialist platforms.

Product Research Management

These are tools that help with User Research, including UX and usability, for (mostly) digital product development. It’s a fast growing discipline, and is done by both specialist researchers and product managers who wear many different hats.

These platforms share some common features: project planning, documenting user interviews, tagging, analysing and sharing findings or insight nuggets. There are several new players in this space, and some of the platforms listed are still in closed beta at the time of writing. Expect to see more launching over the next couple of years.

Most of them have a big advantage over many tools in the other categories: as digital native players with a strong SaaS focus, they major on the user experience: easy to learn, beautiful interfaces, uncluttered features. It all helps encourage adoption by researchers and non-specialists.

Qualitative Data Analysis

Although many of these tools get used for one-off studies, most have the capacity to store and cross-reference content from multiple projects. Several  have their origins in academic and social research – and it shows. If user research tools go big on look-and-feel, this lot definitely prioritise function over form.

(If you’ve used some of them, you’ll appreciate that’s quite the euphemism.)

Those functions can be quite extensive: storing content in different formats, creating taxonomies, developing coding schemes, visualising and mind-mapping, annotating published works, even conducting text analytics.

Knowledge Management

These are almost like mini intranets for research teams. Most include Content Management Systems for storing documents (briefs, reports, key project communications); search features; analysis tools for text and numeric data; and, increasingly, AI capabilities for identifying links between different pieces of content.

Market Logic Software has built a big presence in this space, with enterprise clients such as Unilever using it create its People World platform.

It’s a tool for integrating consumer data sources in one place: social media statistics, syndicated studies, government surveys and ad hoc research studies. Data from published sources can be searched by demographics, consumption habits, personalities or interest groups; AI tools help to consolidate insights from multiple places; and data visualisations can be created in the platform and exported to PDF or PPT.

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The Best Knowledge Management Software & Tools [2024]

We’ve put together a list of the best knowledge management software for 2024 along with their features, capabilities, pros and cons.

Last Updated

March 18 2024

If you’ve invested any amount of time into knowledge management within your organization, you know how involved a process it is.

In the simplest of terms, knowledge management encompasses all processes that deal with:

• Collection of knowledge and information
• Storage of incoming and currently-owned knowledge
• Communication and interpretation of this knowledge
• Creation, deployment, and use of organizational information and knowledge

Needless to say, the vast majority of these processes involve the use of a variety of knowledge management software and tools . 

These tools, then, are a vital aspect of your overall knowledge management system .

What is Knowledge Management Software?

Knowledge management software is any technology platform that helps businesses better capture, organize, manage, and make use of the knowledge and expertise of their employees . This can include information about processes, best practices, policies, procedures, and other important information that is relevant to the organization.

Most knowledge management tools offer a variety of functionalities that help organizations better manage their knowledge, such as search and navigation features, powerful analytics, content management, and access control.  All of this makes the organizational knowledge that resides in your company to become easily discoverable and shared with the appropriate stakeholders, thereby improving business efficiency, productivity, and innovation .   Now that we have an idea of what knowledge management software is as well as some of its key benefits, let's take a look at the various types of knowledge management platforms that you'll want to look at in order to improve your overall knowledge management capabilities. 

• Knowledge Base and Wiki Software

Document Management Systems

Learning management systems, decision support systems.

• Collaboration Software

Intranet Software

• Content Relationship Management Systems

For each of these technologies, we'll provide examples of some of the best knowledge management software on the market.

Without further ado, let’s dig in.

Knowledge Base and Wiki Software 

Knowledge base software as well as wiki software typically serves as the foundation of any knowledge management system as the purpose of these tools is to ensure that the right people have access to the right knowledge at the right time. 

Essentially, a knowledge base or a wiki allows you to capture both the tacit knowledge and explicit knowledge of your various employees and organize it in a self-serve digital library that can be easily shared and put into action when needed.

Let's take a look at some of the more popular options when it comes to knowledge base software.

1. Helpjuice

Helpjuice's knowledge base software allows you to easily create top-notch internal knowledge bases as well as customer-serving knowledge bases . 

Helpjuice's software comes with a range of customization features that allow you to tailor the look and feel of your knowledge base to fit your brand. There are also plenty of collaboration features that let teams collaborate remotely and in real-time. Managers can make comments, assign tasks, request revisions, view version history, and more. Additionally, Helpjuice's advanced reporting and analytics features help you keep track of the performance of your knowledge base and make relevant improvements. 

• Advanced analytics
• Instant, Google-like search
• Easy-to-use editor with WYSIWYG and markdown options
• Collaborative features, including a live commenting feature
• Integration with a range of tools like Salesforce, Zapier, Slack, and Microsoft Teams
• Localization/multiple languages
• Excellent customer support, hands-on user onboarding, and free expert customization

Guru is a corporate wiki tool built mainly for SaaS and B2B tech companies. It comes with an intuitive and straightforward WYSIWYG editor for content creation and features for detecting duplicate content. 

There's a native Guru-Slack integration that works smoothly and lets users instantly capture knowledge. Guru's AI even suggests appropriate tags for your content based on other content and how your team works with it. 

The advanced analytics features let you see what your team uses and when they're using it. However, it's important to note that content is organized into collections, boards, groups, and cards which can take a while to set up and can possibly overwhelm new users.  

• Intelligently-suggested tags
• Advanced analytics 
• Browser extension 

3. Confluence

Confluence can be a good pick for teams using other Atlassian products, like Jira and Trello. The software integrates smoothly with these tools so that information can flow freely among everyone in the organization. You can use the platform to store all kinds of documents your teams need, from quarterly planning docs to new hire blogs. 

Confluence is a good option for businesses needing a knowledge base with project collaboration features. You can choose between 75+ templates for quicker document creation and add additional features and integrations through apps in the Add-in Marketplace. New users can expect a bit of a learning curve. 

• Apps and integrations

Notion is a suitable tool for companies that need an all-in-one solution where they can combine knowledge management, project management, and other tasks into one system. 

Instead of using a bunch of separate tools, you can easily migrate your existing knowledge documents into Notion. Notion will then automatically organize your content and prioritize it based on importance, cases, and value. Keep in mind that Notion is best for creating internal knowledge bases. If you're looking for a knowledge base with more built-in features to help with creating customer-facing knowledge bases then you'll want to consider a Notion alternative .

• Categorization
• Content management
• Markdown editor

5. Document360

Document360 is a SaaS knowledge base platform that allows you to create both customer self-service knowledge bases as well as internal knowledge bases.

Document360 features a range of tools and features for creating, organizing, and publishing content to help facilitate knowledge sharing as well as improve overall organizational efficiency.

• Content editor
• Knowledge base assistant that connects your product or website to your knowledge base

Document management systems (DMS) are software tools that help organizations manage, store, and track electronic documents and images. In the context of knowledge management, DMS can be used to store and organize important business documents, such as policies, procedures, and technical guides, making them easily accessible to employees.

A DMS operates as a sort of digital filing cabinet, as it allows organizations to locate and access necessary documentation with ease—while ensuring the documentation remains secure at all times. (Note: While a DMS and EDMS are sometimes used interchangeably, an EDMS tends to have enhanced features to help with managing document workflows).

Needless to say, a high-quality DMS tool is an essential part of your organization’s overall knowledge management system.

Let’s take a look at some of the most popular document management systems on the market.

1. ConcordNow

Concord is a cloud-based DMS focusing specifically on storing contractual documentation. 

Organizations can use Concord throughout the contractual process—from creation to implementation. 

Specifically, Concord enables organizations to:

• Create new contracts using templates and pre-created documents
• Review contracts internally and with third-parties both on- and offline
• Approve and sign contractual agreements
• Store and manage official contracts and other documents

By streamlining the process of creating and documenting digital contractual agreements, Concord allows you to focus more on actually moving forward with said agreements in a productive and efficient manner.

• Intuitive user interface
• Ability to manage and track workflow lifecycles
• Third-party integrations
• Issues when migrating from a separate tool

M-Files is a DMS that aims to streamline your organization’s document-related processes to improve overall business performance.

M-Files does this by allowing your team to create workflows for creating, storing, and retrieving electronic documentation. This, in turn, allows you to reduce redundancies, avoid conflicts, and protect against data loss.

With M-Files, you’ll have complete visibility and control over your digital documents at all times.

• Easy to pick up and go
• Customizability
• Integration and migration processes
• Technical support and documentation lacking at times

3. eFileCabinet

eFileCabinet provides another option for organizations looking for a comprehensive DMS solution.

eFileCabinet ensures you’ll always be able to find the documents you’re looking for at any given time. 

The software’s automated filing capabilities, coupled with robust search capabilities, ensure your documents are always at arm’s length—while remaining secure at all times.

• Organizational, navigational, and search functions
• Mobile-friendly interface and processes
• Security and accessibility options
• Some processes not as streamlined and intuitive as could be

4. Teamwork

Teamwork is primarily known as a team management software, but they also have a really great knowledge management add-on called Teamwork Spaces.

Teamwork Spaces provides a number of features and functions to help enhance collaboration, including:

• Ability to transform documents with interactive widgets 
• A powerful editor
• Info panels
• Integration with Teamwork (task management, chat, project management etc)

With Teamwork Spaces your team will have a single source of truth and an integrated project management software that ensures you get stuff done, fast.

• Professional documents with dynamic content for your team and clients.
• Follow and get notified about important topics that need your attention
• Easily collaborate across teams
• Limited features in free version

Learning management systems (LMS) are software tools centered around the storage, tracking, and delivery of professional online training and development programs as well as other educational materials in an effort to improve overall organizational learning . This is particularly useful for knowledge management, as an LMS can be used to store and organize learning materials, such as instructional videos, articles, and quizzes, and deliver them to employees in a structured, organized way.

Some key features of LMS include:      

• Course creation and management . LMS allows users to create and manage online courses, including uploading learning materials and setting up assessments and quizzes.      
• Learning tracking and reporting . LMS tracks the progress of learners through a course and generates reports on their performance, making it easy for managers to monitor employee learning and identify areas for improvement.      
• Collaboration . LMS often includes collaboration tools that allow learners to communicate with each other and with instructors, fostering a sense of community and collaboration.      
• Mobile access . Many LMS are designed to be mobile-friendly, allowing learners to access course materials and complete assignments from any device.      
• Integration with other tools . LMS can be integrated with other software tools, such as HR systems, making it easier for organizations to track employee learning and development.

A high-quality LMS, then, is one that enables organizations to deliver the information held within these documents as efficiently as possible.

Docebo is an AI-powered learning management system that allows for the creation, storage, and delivery of multimedia lessons, courses, and other educational content.

In enabling easy access to interactive, engaging, experiential learning materials, Docebo allows your team members to quickly learn new skills and gain new knowledge. 

They can then just as quickly turn around and begin using this new knowledge to the benefit of your organization.

• Simple and intuitive onboarding process and UI
• Pre-made widgets help simplify processes
• Software constantly being improved
• Integrations with third-party tools can be difficult
• Updates sometimes unpolished or buggy

2. Travitor

Travitor allows organizations to create, develop, and deliver training programs—both live and on-demand—to their employees.

In addition to the basic LMS functionality offered by Travitor, the tool also provides full reporting and analytics of employee engagement with learning materials. 

This allows managers to better understand where their employees’ strengths and weaknesses lie—in turn enabling them to focus future training sessions accordingly.

• User-friendly onboarding and training
• Navigability
• Reports not as robust as other options

3. Thought Industries

For organizations looking to create and deliver audience-facing learning materials for monetization purposes, Thought Industries has you covered.

Thought Industries’ LMS tool makes it easy to create fully-brandable, engaging educational experiences for your audience. This allows you to quickly bring your courses and classes to the market—ensuring for maximum profitability in the process.

• Scalability in terms of features specific to your needs
• Simple, mobile-friendly UI
• Comprehensive, all-in-one LM tool
• Lacking in customization options
• Some navigability issues at certain touchpoints

Decision support systems (DSS) are computer-based systems that are designed to help decision-makers analyze data and make more informed decisions. They can be used in a variety of settings, including business, government, and healthcare, to support decision-making in areas such as resource allocation, risk management, and strategic planning.

DSS can be particularly useful for knowledge management because they can help organizations extract insights from large amounts of data and present them in a clear, concise, and actionable way. Decision support systems typically include tools for data analysis, visualization, and modeling, which can help decision-makers better understand complex issues and identify trends and patterns that may not be immediately apparent.

While DSS’ can be used to collect and manage data of any kind, the most common type of data involved revolves around:

• Marketing and sales performance
• Support services
• Internal processes

The goal is to use data to identify the paths that will lead to the most growth for your business, be it financial growth, improved productivity, or otherwise.

1. Salesforce Analytics Cloud

Salesforce Analytics Cloud allows you to combine and experiment with a wide variety of data points in order to:

• Gather further insight
• Identify causal and other relationships
• Answer burning questions within your organization or industry

For Salesforce users, Analytics Cloud will always make the path of least resistance crystal clear—allowing your organization to move forward with confidence.

• Highly-customizable dashboard
• Technically fast and efficient
• Highly secure
• Requires Salesforce, and only considers data piped through Salesforce
• Requires higher-than-average technical knowledge 

2. Directorpoint

Directorpoint is a board management tool that allows C-suite teams to administer and manage meetings with ease.

With Directorpoint, teams can create meeting calendars, agendas, and other content-related materials during the planning phase—then deliver these materials to the necessary individuals once the time arrives. 

Additionally, Directorpoint allows teams to communicate and collaborate in real-time. Whether sending full documents and files, or delivering surveys and other interactive materials, Directorpoint ensures your remote meetings will proceed as if its taking place in one physical location.

• Intuitive UI
• Share multimedia and content and data in real-time
• Minor issues with customization

3. Riskturn

Riskturn is another tool that uses big data to help inform business decisions—in this case, with the specific goal of mitigating the financial risks involved in making such decisions.

Using a myriad of financial and other data, Riskturn runs simulations to determine the most likely scenario(s) to come from a given decision. This allows you to the best course of action not just for the situation at hand, but for future endeavors revolving around the same issues, as well.

In other words, Riskturn doesn’t just point your team in the right direction; it also allows your organization to gain a true understanding of why a certain direction is the right way to go. In turn, your team will be equipped to continue making optimal decisions moving forward.

• Intuitive UI and reports dashboard
• Multiple forecasting options and settings
• Adaptable and scalable to your business’ needs
• Selective list of integrations (but Riskturn’s team is responsive in adding in-demand integrations)

Collaboration Tools 

Whenever your teams engage with one another, knowledge is created and shared.  

This is why collaboration tools are such a vital component of knowledge management as they help to facilitate communication and collaboration among team members. You can then make use of another type of knowledge management tool, such as knowledge base software, to more effectively capture, organize, and disseminate the ideas and information that's being shared via collaboration software. 

It’s essential, then, to consider how the communication and collaboration tools your organization uses tie into your overall knowledge management software stack. 

Specifically, you want to know that:

• Your teams are easily able to share knowledge and information in the first place
• This knowledge can be communicated in a variety of formats 
• Engagements are logged, and knowledge is stored, at all times
• Integration capabilities

1. Samepage

Samepage is an all-in-one collaboration software that allows teams to remotely manage and work on projects together.

Samepage provides a number of features and functions to help enhance collaboration, including:

• Multimedia chat
• Screen- and file-sharing
• Task management

With Samepage, your team will—literally and figuratively—always be on the same page when 

• Robust project management capabilities
• Ability to create customized teams
• Easy setup and onboarding
• Backend navigability sometimes not intuitive
• Relatively high cost

Blink is a communications tool aimed at enabling teams to maintain alignment when members are constantly “on the go.”

For teams with employees “in the field,” or for organizations with multiple physical locations, Blink helps ensure everyone involved can communicate, collaborate, and deliver information to one another at all times.

Blink also provides comprehensive reports and analytics revolving around collaborative engagements, allowing your teams to make adjustments to processes as necessary.

• Mobile-friendly capabilities
• Strong search and navigation capabilities
• Ability to create multiple channels and chat groups
• Cost for higher-tiered solution may be too expensive for smaller companies

3. DialMyCalls

DialMyCalls is a simple communications tool used to deliver automated messages via text or phone to various audiences.

In terms of knowledge management, organizations can use DialMyCalls to communicate essential information to your internals teams and/or your customers as needed. With DialMyCalls, you can identify specific individuals within your contact list to target with specific messages, and schedule them to be delivered at the optimal moment.

DialMyCalls also provides reports on audience engagement, allowing you to both address internal miscommunications appropriately, and improve your customer-facing messaging accordingly, as well.

• Simple tool for automated communications
• Ability to analyze deliverability and efficiency reports for messages
• Affordable for growing businesses
• Minor issues with search history accessibility
• Process of adding contact info to new contact profiles can be unintuitive and time-consuming

Intranets are internal networks that are used by organizations to share information and resources among employees. They can be used as a type of knowledge management software as they provide a centralized platform for storing and sharing information and documents within an organization. 

Intranet software can include features such as document libraries, wikis, and forums, which can be used to organize and share knowledge among employees. Some intranets may also have search functionality and other features specifically designed for knowledge management. 

1. Microsoft SharePoint

Microsoft SharePoint is a web-based platform that is designed to help organizations collaborate and share content. It includes a range of tools and features for document management, collaboration, and communication, as well as custom development capabilities.

SharePoint is often used as a tool for knowledge management because it provides a centralized repository for storing and organizing digital content, as well as tools for collaboration and communication. It can be used to create intranet sites, document libraries, and other collaboration spaces that can facilitate knowledge sharing and collaboration among team members.

Looking for something similar to Microsoft SharePoint? Check out our latest post for the top SharePoint alternatives for 2024 .

• SharePoint includes tools for storing, organizing, and managing digital documents, such as documents, presentations, and spreadsheets.
• SharePoint includes tools for collaboration and communication, such as discussion forums, wikis, and social networking features.
• It integrates easily with other programs within the Microsoft Suite 
• It’s highly customizable 
• It can be used for a variety of internal and customer-facing purposes
• Lacking in the number of integrations for software outside Microsoft's Suite
• Functionality surrounding permissions can be confusing
• Not very friendly for new users

CRM software is used more for managing customer-related information so it's technically not considered a type of knowledge management software as knowledge management software is more focused on managing and disseminating organizational information and knowledge while CRM software is focused on managing and optimizing customer relationships. 

With that said, we've decided to include this section on our list of the best knowledge management tools as the knowledge your organization learns about your customers as time goes on is vital to the success of your business. Moreover, there is some overlap in functionality and CRM software can be used in conjunction with knowledge management software.

So without further ado, here are some of the best CRM tools available.

1. HubSpot CRM

HubSpot’s CRM provides a centralized location on which to store any and all customer-related data.

In centralizing your data via HubSpot, you’ll ensure your various team members are always seeing the most up-to-date information on their audiences. 

This includes data on the customer’s persona and behavioral profiles, as well as their engagement history with your company. 

In staying on the same page when engaging with your customers, your team can provide a streamlined experience to each individual they serve.

Hubspot also helps teams score leads and segment customers based on the known data about them. In turn, your team can create highly-relevant content and offers that resonate with specific customers within your base.

• Intuitive UI and simple onboarding
• Powerful integrations
• Scalable for growing businesses
• Customizability not as flexible as other options
• Some instances of bugs and/or crashes reported

2. Salesforce Sales Cloud

Salesforce Sales Cloud is a fully-customizable CRM that allows teams to capture customer information and updates in real-time.

With Sales Cloud, your team can create customized sales pipelines for specific customer segments—and even individual audience members. You can then set up workflows to reach these targets in the most efficient way possible.

Once you set your workflows in motion, you can then begin capturing results within Sales Cloud’s reports and analytics dashboard. Here, you can identify leaks in your funnel and gaps in your buyer’s journey—and begin working on cleaning up these areas as needed.

• Customized functionality
• Integrates with thousands of tools
• Continually updated by Salesforce team
• Learning curve (and tool overall) may be too complex for non-technical startups
• Cost may be too expensive for startups

3. Pipedrive

Pipedrive is a CRM that focuses heavily on identifying and prioritizing high-quality leads among your target audience.

Once you’ve identified your high-value targets, you can then use Pipedrive to create customized funnels based on your target’s profile and other relevant factors. 

You can then set up automated workflows to optimize your target’s path to purchase—increasing their probability of converting even further.

• Automation simplifies otherwise time-consuming tasks
• User-friendly pipeline customization UI
• Affordable for small businesses 
• Customization processes sometimes include redundancies
• Tool doesn’t scale with the needs of a growing business

Knowledge Management Software Features to Look For

The best knowledge management tools for your organization will depend on your specific needs and requirements. With that said, some of the features you should consider when choosing the right software for your knowledge management initiatives include:

• Ease of use. You want software that's easy to use with a user-friendly interface. This will make it more likely that your employees will actually use the software and contribute their knowledge and expertise.
• Strong search capabilities. Employees need to easily be able to find the information they need, when they need it, making strong search and discovery an important feature to look for.
• Collaboration . Consider tools for collaboration and communication, such as community forums, knowledge bases, project management, and social networking features, to facilitate knowledge sharing and collaboration among team members.
• Security and access control . Look for software that includes these features so you can ensure that sensitive information is protected from unauthorized access.
• Version control. This is important for allowing team members to track changes to documents and other content over time, and to revert to earlier versions if necessary.
• Integrations. Ideally, the knowledge management software you choose can integrate with whatever other tools are in your tech stack so that you can streamline processes as well as leverage the data from your other tools. 
• Customization . Look for software that is customizable and can be tailored to meet the specific needs of your organization.

By considering these key features, you can choose software that will support your knowledge management efforts and help your organization achieve its goals.

Benefits of Using Knowledge Management Software

While it isn't necessary to use knowledge management software in order to implement knowledge management strategies within an organization, it can be a powerful tool for managing and organizing knowledge, and can help to make the process of implementing knowledge management more efficient and effective.

By providing a centralized platform for storing and organizing knowledge, knowledge management software can help to establish a consistent and structured approach to managing knowledge within an organization. This can include processes such as capturing and documenting new knowledge, organizing and categorizing knowledge, and making knowledge available to employees.

Using knowledge management software can also help to ensure that knowledge management processes are efficient and effective, by providing tools and functionality specifically designed for managing knowledge. For example, knowledge management software may include features such as search functionality, document libraries, and tagging systems, which can help to make it easier for employees to access and use knowledge. Moreover, knowledge management software aids in facilitating collaboration between employees and enhances the sharing of information, ideas, and overall expertise.

Essentially, if you want to make the most of your knowledge management capabilities, you should incorporate the use of dedicated knowledge management software .

Below are just some of the benefits of using knowledge management software to implement and improve an organization's knowledge management capabilities.

1. Improves Access to Information

Making use of knowledge management software streamlines the process for your employees to access critical information when they need it most. This efficiency not only minimizes the time and effort spent searching for essential knowledge that your employees need to properly do their jobs, but also guarantees that your employees consistently utilize the most current and accurate information for their tasks.

2. Enhances Internal Collaboration and Knowledge Sharing

The best knowledge management solutions help to enable collaboration and knowledge sharing among your employees. Dynamic tools like knowledge bases, forums, and discussion boards will help your employees to exchange ideas and experiences ensuring that valuable knowledge flows freely throughout your organization.

3. Increases Business Efficiency and Productivity

Knowledge management software is invaluable for organizations juggling vast amounts of data and documents. With the right software, your business will be able to organize and store information in a centralized hub, effectively streamlining your processes and elevating overall efficiency.

Moreover, this efficient management, sharing, and utilization of knowledge and expertise empowers your employees to work more productively, driving your business forward with confidence.

4. Improves Organizational Decision Making

Armed with accurate and up-to-date information, your employees can make well-informed decisions that drive positive outcomes for your business. Knowledge management software provides easy access to this vital data, empowering your team to confidently tackle challenges and seize opportunities with data-backed insights.

5. Enhances Knowledge Retention

By providing a platform for storing and organizing knowledge, knowledge management tools can help to ensure that important knowledge, particularly tribal knowledge , is not lost in a situation where an employee leaves your organization.

6. Enables Innovation

Knowledge management software facilitates access to sources of knowledge and expertise as well as promotes cross-team collaboration, which helps to expose your employees to new ideas as well as diverse perspectives and expertise. This can lead to new insights and innovative solutions.

7. Improves Your Ability to Provide Awesome Customer Support

Knowledge management software not only benefits your internal teams but also enables you to provide superior support to your customers. By centralizing your knowledge base and making it easily accessible, customer support teams can quickly find accurate and up-to-date information to resolve customer queries. 

Furthermore, self-help resources can empower customers to find answers independently, reducing support response times and improving overall customer satisfaction. Knowledge-centered support practices can also help your organization identify and address recurring customer issues, ultimately enhancing the customer experience.

Using Helpjuice’s Knowledge Base for Knowledge Management

In an ever-evolving business landscape, organizations grapple with the challenge of effectively managing and utilizing their collective knowledge. Organizational silos , outdated documents, and time-consuming searches plague businesses, hampering productivity and growth.

As your organization grows, these issues become increasingly problematic. Without an efficient knowledge management system in place, internal teams and external audiences struggle to access crucial information, leading to delays, miscommunication, and reduced customer satisfaction.

Enter Helpjuice's knowledge base software, a game-changing solution designed to tackle these challenges head-on and deliver tangible benefits for organizations looking to optimize their knowledge management efforts in 2024.

Using Helpjuice's knowledge base as your knowledge management solution will empower your teams with seamless access to vital information, reducing time spent on searching and enabling them to focus on their core tasks. Our intuitive search and navigation features ensure that users can quickly find what they need, boosting overall productivity.

By centralizing your organization's knowledge, you can use Helpjuice to foster improved communication and collaboration among teams. This unified knowledge repository eliminates knowledge silos, allowing team members to share insights, collaborate on projects, and make informed decisions faster.

Creating a knowledge base with Helpjuice doesn't just benefit your internal teams - it also serves as a valuable resource for your customers. By providing them with easy access to relevant information and self-help resources, you empower them to find answers independently, enhancing their experience and driving customer satisfaction.

With our in-depth analytics and reporting, you can identify knowledge gaps, monitor user engagement, and track the overall effectiveness of any knowledge base you create with Helpjuice. This data-driven approach ensures your knowledge management system remains optimized, adapting to your organization's evolving needs.

For more information about how a knowledge base can help your organization, sign up for a free demo. 

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Knowledge Management Systems: The Ultimate Guide

In customer support, we’re often operating on the reactive end of things. And when you’re swamped in support tickets, it’s hard to be proactive and work on strategic measures to help your customers be successful in the big picture. Plus, you’ll almost always notice the same questions and issues come up over and over again.

If you truly you want to help your customers succeed, a robust knowledge management system can be a game-changer.

Building a knowledge management system can help you ...

• Decrease support costs
• Increase customer happiness
• Improve the overall customer experience and customer success ROI

How? By answering questions in real time and giving customers the option of DIY customer service, you can empower users to answer their own questions. And by providing these resources so customers can help themselves complete these repetitive and tactical tasks, you can spend more time focusing on higher-leverage activities.

of customers expect a company’s website to include a self-service application.

of the relationship with an enterprise will exist without interacting with a human.

of businesses are expected to compete mainly on customer experience.

Users want this type of support.

In fact, 70% of people expect a company’s website to include a self-service application, and trends show this will soon become the norm. Gartner predicts that by 2020 , 85% of the relationship with an enterprise will exist without interacting with a human.

Providing this resource will be a competitive advantage for businesses in a crowded market. Also from Gartner : 89% of businesses are expected to compete mainly on customer experience.

This comprehensive guide will help you build, plan, and manage your knowledge management system. It will also cover examples, benefits, challenges, tips, and software options.

Feel free to treat it like a choose-your-own-adventure guide and jump to the sections that apply most to your situation.

What is a knowledge management system?

A knowledge management system is any kind of IT system that stores and retrieves knowledge to improve understanding, collaboration, and process alignment. Knowledge management systems can exist within organizations or teams, but they can also be used to center your knowledge base for your users or customers.

Clearly, this is a broad definition, and rightfully so.

This latter definition is what we’ll talk about in this guide — how to build a knowledge management system, or a knowledge base, to improve the customer experience and help customers achieve success using your products or services.

The meaning of knowledge management system, while broad in use, can be narrowed to the following purpose: to help people utilize knowledge to better achieve tasks. When you look at it like this, you can reframe it as a more proactive form of customer success. You can answer customers’ questions in real time, as they’re struggling with their challenges, instead of constantly answering the same questions in your support ticketing system .

There are many types of knowledge management systems, but they all share some common characteristics. These include:

• FAQ content
• Forum or community feature
• How-to articles and tutorials
• Education, academies, and training programs
• Certificates
• Case studies

Let's look at some well-executed knowledge management system examples.

Knowledge Management System Examples

An example of a knowledge management system is Tableau’s knowledge base .

It includes a search feature so users can get answers to specific solutions as well as top articles and product-specific navigation. In addition, the sidebar links to a Tableau community so users can bounce ideas off others, and it also includes other customer education features like classroom training, e-learnings, training videos, and webinars.

Another knowledge management system example is from R Studio. This one has more of a community focus — you can post and answer questions. It also includes articles that address common customer support issues.

At the very bottom, it also includes what I think are the most important links: learning resources and trainings. For a technical product like R Studio, these can sometimes be the highest value customer education assets.

Otherwise, here are a few companies with knowledge management systems that execute particularly well to check out:

• Optimizely , whose knowledge base offers an array features: an academy, community forum, certifications, developer documentation, and more
• SurveyMonkey , whose knowledge base allows users to search by keyword or by topic
• Microsoft , whose knowledge base is organized into helpful videos, trainings, and even talks with product managers
• Canva , whose knowledge base is incredibly easy to navigate and search
• Evernote , whose knowledge base includes not only helpful resources but also clear-cut directions on how to contact the company
• Google Analytics , whose knowledge base offers its own predictive search engine

Now that you’ve got a good idea of what a knowledge management system is and what some examples are, let’s dive into the main benefits of employing them.

Knowledge Management System Benefits

The most important benefit of knowledge management systems is that best practices are available to customers, which creates happy and successful customers . Happy and successful customers keep coming back to buy more (and more often) than other customers, and they tell their friends, thus becoming enthusiastic brand advocates. Make no mistake, there is true business value in knowledge management systems.

We know that customer success feeds business success . Organizations that prioritize customer success are more likely to have growing revenues:

And when you’re able to provide a self-serve customer service portal (i.e. a knowledge management system), you’re able to scale customer support without increasing support costs.

It’s relatively expensive to have a customer support rep interact with a customer for each and every issue. According to Forrester , a chat with a live customer support agent can cost $6-12 per interaction, but an automated interaction can cost as little as 25 cents.

Creating a useful knowledge management system can free up the time of your support staff while providing a similar or an even greater level of customer satisfaction .

Knowledge management systems can also help convert consumers. Did you know that, when consumers have a need for a new product, tool, or service, 32% of them look to product guides, educational content, and best practices? Your knowledge management system might make the difference between an inquisitive shopper and a decisive customer.

The advantages of knowledge management systems far outweigh any disadvantages in terms of time or costs — as long as you do it right. Though you may think knowledge management systems are only necessary with complex products that require a lot of training, they can also be useful for “simple” products and services, too.

We might assume that a typical ecommerce site is quite simple, but people still visit the FAQ page and have questions. It still helps to compile knowledge to help customers with their questions.

How to Build an Effective Knowledge Management System

• Source the information and data.
• Organize the information.
• Analyze and optimize system performance.
• Continually update the system.

1. Source the information and data for your knowledge management system.

The first step in developing a knowledge management system is knowing what knowledge to document.

What are the common problems, issues, and questions people have, and how can you document the answers to them? Here are a handful of methods to determine these factors.

1)  Sift through your support ticket system. What are the most common questions people are asking? Is there anything in particular that continues to be asked over and over? These are the questions you should try to answer first.

2) Talk with your team about what issues come up frequently. Get your support team together and have them contribute ideas for knowledge management system articles to proactively answer questions that they get all the time. Since these probably affect your support workers (it is super frustrating to get repetitive issues), these things should be prioritized immediately.

3) Use Google Analytics to find what people are commonly searching for on your site. As long as you have enabled the site search feature in Google Analytics, you can simply go to Behavior > Site Search > Search Terms to see the common terms people are searching for. Pro tip: You can compare time periods and sort by “absolute change” to see rising trends over time.

4)  Use social listening and social tools to discover what customers are saying about your company. 89% of customer service professionals agree that customers are more likely than ever to share about their experiences with brands — likely on social media, where over 30% of people have gone to post about negative experiences. Simply put: people are talking about your company and products online, and you should know what they're saying . Moreover, you can probably minimize this chatter by proactively answering their questions and addressing their issues in your knowledge management system.

There are many moving pieces when it comes to the overall customer experience. Specific roles each tend to hold a piece of knowledge concerning the whole experience. For instance, feedback from salespeople that may be distinct from user experience researchers, customer support specialists, and marketers.

When it comes to building a knowledge management system, all of these viewpoints become important. Each one will shed some insight on problems or issues your customers are dealing with.

It may also help to gather some additional qualitative insights to find issues that may be in your blind spot. To do that, you can conduct on-site or in-app surveys to see what people are struggling with. Use a tool like Usabilla or Hotjar , as shown below:

2. Organize your knowledge management system.

Next, how do you organize your knowledge management system? Here are some best practices for you to use when in designing and organizing your knowledge management system:

• Chunk articles into a set amount of topic categories (try to stay within 4-6 categories).
• Distinguish the most frequently-used elements on the homepage (e.g. the most popular articles and the search bar).
• Include frequent links within article content to other helpful and related links, videos, and trainings. ( Internal linking can help your site's SEO , too.)
• Include a sidebar that links out to supplementary resources like chat, community, and courses.
• Include a feedback mechanism so you can measure the response to articles.
• Use a variety of media — videos, images, text, etc. Remember, people learn differently.

The structure of your knowledge management system will vary, but it should reflect your customers’ expectations to create a great customer experience.

Your knowledge management system could contain multiple different features, such as a frequently-asked questions (FAQ) feature , a user forum, instructional videos, and more. You can even develop advanced customer education training like Optimizely or Google Analytics does.

What you choose to include depends on what you believe will help your users achieve their goals.

A good way to determine this is to look to other companies knowledge management systems as inspiration (which is why we listed some brilliant knowledge management system examples above ).

Ideally, you’d hire an information architect to model your knowledge management system after the real path a user would use to find solutions to their problems . This requires lots of user experience research and iteration.

However, if you don’t have the time or resources to hire this type of expert, these steps work just as well.

3. Analyze and optimize your knowledge management system.

Managing an information or knowledge management system is a different story. You need to track metrics that aren’t intuitive. Moreover, the process isn't the same as measuring a landing page where you can use metrics like leads generated or conversion rate.

How do you know if a knowledge article was successful? It’s not a straightforward answer, really. You should have a discussion in your organization about what your goals are and how you can meaningfully track them. I’ve seen systems based on satisfaction surveys (like Usabilla’s), and I’ve also talked to companies who use metrics like bounce rate or time on page as success metrics.

Some do "un-conversion-rate-optimization" to optimize their support pages to make fewer people reach out to support.

But even things like bounce rate or time on page can be misleading — perhaps time on page means they were engaged, but it could also mean that the article was confusing and they were reading and rereading it without getting the message (which is frustrating).

The best way is to simply use a binary feedback form at the end of each article . Ask: “Was this page successful? Yes or No:”

While any data on an individual page with this binary question may not help much (what does it mean when 70% of people think it was helpful - is that good?), it helps when you can determine a baseline and see which articles aren’t very helpful. You can then set out to optimize those articles with better information.

See how HubSpot’s Service Hub can help you use Customer Feedback to turn customers into promoters.

4. Continually update your knowledge management system.

Operating a knowledge management system not only requires you to keep a close eye on metrics, but also in support trends and issues that pop up. Just because you’ve created  the system doesn’t mean you’re finished. Continue to keep a close eye on what questions your support team continually fields, things that customers are searching for on your site, and bottlenecks within the product or website itself.

One simple way to solve this: Add a feedback form where people can ask questions they couldn’t find on the site.

Continue investing in self-serve service and proactive support measures, and you’ll be rewarded with happier customers, increased revenues, and decreased support costs. It’s a challenging endeavor, but it offers a huge return on investment.

Put Your Knowledge Management System to Work

A knowledge management system, when done well, can help you increase customer satisfaction, decrease customer support costs, and increase overall customer success ROI in your organization. While the tactical aspects of knowledge management systems can vary, the purpose is the same: Educate your customers so they can successfully use and interact with your products or services. The way you do that could be through some combination of FAQ, tutorials, academies, how-to articles, or forums. Any knowledge management system feature should contribute to the goal of answering and educating customers and compiling knowledge about your products or services.

Alex Birkett

The Best Knowledge Management Tools To Use in 2024

What are knowledge management tools.

Knowledge management tools ensure your organization can capture information and apply that knowledge for maximum value to your business. Different knowledge management tools focus on different knowledge types and are designed to improve efficiency in specific parts of your business.

Learn more about  how knowledge management and knowledge sharing can help your company’s bottom line .

Why are knowledge management tools important.

Knowledge management tools offer a wide range of benefits, and each option has different strengths (and weaknesses). But here are the four key benefits that you should expect from whatever knowledge management tool you choose:

• Improve your profitability and efficiency 
• Organize critical company information in a single source of truth
• Facilitate collaboration across teams, wherever they are
• Promote continuous learning

Types of knowledge management tools

Knowledge management tools are essential for businesses seeking to improve organizational efficiency, streamline communication, and foster innovation. These tools come in various types, each designed to serve different purposes. Document management systems, one of the key knowledge management tools, enable easy storage, organization, and retrieval of crucial files and documents. Collaboration platforms facilitate seamless teamwork and knowledge sharing among employees, while content management systems provide a central repository for creating, editing, and distributing digital content.

Additionally, decision support systems help with data analysis and problem-solving, while social networking tools promote informal knowledge sharing and relationship building. Implementing the right knowledge management tools can significantly enhance a company's productivity and overall performance.

Here’s a helpful list of knowledge management tool types:

1. Knowledge bases

A  knowledge base  is a searchable information repository that stores your company’s data for internal or external access. It serves to capture, manage, and organize key organizational information in order to help your teams or customers find the information they need, when they need it. There are two types of knowledge bases. A machine-readable knowledge base stores data that can only be analyzed by artificial intelligence systems. A human-readable knowledge base stores documents and physical texts that are accessible to people. Human-readable knowledge bases are more interactive, but searches are often more time-consuming.

2. Learning management systems (LMS)

Learning management systems help businesses build a strong  foundation of knowledge management  by allowing them to create customized training and educational programs. Through this system, company leaders can design and manage lessons, courses, quizzes, and other training materials and deliver those resources to employees, students, or partners. 

3. Knowledge-Centered Service® (KCS)

These tools  support knowledge centered service , also known as knowledge-centered support, which describes how customer service and support teams access and use knowledge to deliver greater value to customers, employees, and stakeholders. Each time a problem is solved in a KCS organization, that knowledge is stored in a way that is easily accessible to others. KCS empowers everyone in the organization to share collective responsibility for maintaining the knowledge base and informs how people in the organization solve problems. ‍

4. AI knowledge management

AI knowledge management  tools can capture, filter, represent, or apply knowledge. They include applications that can select, analyze, and classify text; conduct automated reasoning; and create visualizations – all of which can enhance decision-making capabilities. AI can help organizations process human input, such as handwriting and voice recognition, using natural language processing. These systems can also deal with “big data,” traditionally deemed unwieldy and difficult to maintain, by using new methods for data storing such as decentralized blockchain.

5. Customer relationship management (CRM)

Designed to help all teams involved in marketing, sales, and customer service, CRM systems track prospect and customer information over the course of customer relationships. Using a CRM, your company can track everything from the first contact with a prospect and how they came to you, to interactions they have with your sales team throughout the buying process, to repeated purchases. This customer data is stored in the CRM tool, which your team can now access at any time to understand the context of the relationship and respond appropriately to any issues that may arise. This translates to a better customer experience. 

6. Content management

Content management systems encompass the creation, management, and distribution of your organizational content on your  company’s intranet  or website. An effective content management system provides templates for publishing content, enables easy editing and metadata tagging, tracks changes and allows access to various versions of content, allows for collaborative work and parallel content development, integrates document management systems, and provides extensions and plug-ins for enhanced functionality.

What knowledge management tool is right for your team?

One thing's clear: there are a lot of good knowledge management tools available. So, careful consideration and research are needed to find the right platform for your company. It's important to assess your goals, priorities, and budget before getting started. And don't compromise. Your knowledge management tool should drive collaboration, innovation, and business growth for years to come.

The best knowledge management tools to use in 2024 

There are a wide variety of KM tools available, including more comprehensive paid versions for corporate or small businesses and more basic free versions. Commonly used tools include a content library or knowledge sharing databases.  

1.  Guru

Best for:  Guru is an AI-powered knowledge management platform best suited for organizations that want to centralize their company's collective knowledge and make it easily accessible to employees. It helps teams capture, organize, update, and share information more efficiently, enhancing collaboration and productivity.

Key features

• Announcements
• Simple and powerful editor
• Powerful integrations
• Intuitive browser extension
• Captures knowledge anywhere on the web
• Native integration with Slack
• Expert verification
• Syncs with existing software tools
• Smart organization for knowledge, content, and more
• Deep insights to track and improve knowledge
• Customizable knowledge triggers and alerts
• AI-powered system-wide suggestions 
• User permissions and personalizations
• Community help center
• 200+ professionally designed templates 

2.  Confluence

Best for:  Confluence is a system for organizations looking to create a centralized workspace for team collaboration, documentation, and project management. Developed by Atlassian, Confluence is particularly suitable for businesses already using other Atlassian products, such as Jira, as it seamlessly integrates with these tools.

• Pages & project plans
• 75+ practice templates
• Jira integration
• Third-party apps & integrations
• Macros for interactivity
• Advanced search & page tree
• Real-time editing and commenting
• Notifications
• Permissions and feed personalization
• Announcements and blog

3.  Stack Overflow for Teams

Best for:  Stack Overflow for Teams is a platform for organizations with a strong focus on software development, programming, and technical problem-solving. This platform allows developers and engineers to create a private, searchable knowledge base where they can ask questions, share solutions, and collaborate on technical challenges.

• Collections and user groups
• Content health
• Question-based knowledge sharing
• Chatops integrations - Slack & Microsoft Teams 
• Private hosting
• Structured and searchable knowledge base

4.  Notion

Best for:  Notion is a flexible tool for new and small organizations that require a versatile and highly customizable tool for managing tasks, documentation, and collaboration.

• Customizable workflows
• Integrations

5.  ClickUp

Best for:  ClickUp is for organizations looking for a comprehensive project management and productivity tool, as it effectively combines task management, documentation, and team collaboration features.

• Project management
• Real-time chat 
• 20+ dashboard views
• Collaborative whiteboards
• In-house doc editor
• Automations
• Import and integrations
• Mobile and desktop apps
• Customization for team-specific users

6.  Document360

Best for:  Document360 is a customer-focused knowledge platform designed for organizations that require a robust and user-friendly solution for creating and maintaining knowledge bases, particularly for customer support.

• Knowledge base site, assistant, and portal
• Cataloging & categorization
• Integrations and extensions
• Workflow management
• User permissions 
• Editor and collaboration tools
• Activity dashboard

7.  Bloomfire

Best for:  Bloomfire is a knowledge management tool for organizations seeking a user-friendly and powerful solution to centralize their collective knowledge and facilitate easy access to information for employees.

• Content import and utilization
• In content feedback & commenting system
• Topic subscriptions
• Chrome extension
• File syncing integrations
• File virus scanning

8.  Nuclino

Best for:  Nuclino serves as a unified workspace, allowing team members to collaborate on documents, projects, and tasks in real-time.

• Drag and drop editor
• Content collaboration
• Multiple work views
• Project and task management
• Searchability
• User permissions
• Keyboard command and hotkeys
• Desktop & mobile app

9.  Slite

Best for:  Slite is a knowledge management and team collaboration platform that serves as a centralized hub for teams to collaborate on documents, notes, and projects.

• Flexible editor
• Collaborative cursors
• Drag and drop features
• Inline commenting and markdowns
• Organized collections
• Discussions dashboard
• Sharing and privacy features
• Document and file import
• Integrations and embeds

10.  Trainual

Best for:  Trainual is a training platform specifically designed to help organizations create, organize, and share training materials, standard operating procedures (SOPs), and onboarding resources.

• Designed as a 2-in-1 employee training and project management tool
• Centralized employee handbook, policies, and processes 
• Company org chart, directory, and user profiles
• Standardized index for HR
• 250+ templates

Key takeaways 🔑🥡🍕

What is a knowledge management tool.

A knowledge management tool is a software application designed to help organizations capture, store, organize, share, and effectively use knowledge and information across teams and departments. These tools aim to improve collaboration, productivity, and decision-making by providing a centralized platform for managing an organization's collective knowledge.

What is the best knowledge management tool?

Determining the best knowledge management tool depends on your organization's specific needs, size, budget, and existing technology stack. It's recommended to evaluate multiple tools, read user reviews, and take advantage of free trials to determine which solution best fits your organization's knowledge management requirements.

What are some examples of knowledge management software?

There are numerous knowledge management software solutions available in the market, catering to different industries, business sizes, and specific use cases. Some popular examples include: Guru, Confluence, Stack Overflow for Teams, and more.

Knowledge management (KM) is the process of identifying, organizing, storing and disseminating information within an organization.

When knowledge is not easily accessible within an organization, it can be incredibly costly to a business as valuable time is spent seeking out relevant information versus completing outcome-focused tasks.

A knowledge management system (KMS) harnesses the collective knowledge of the organization, leading to better operational efficiencies. These systems are supported by the use of a knowledge base. They are usually critical to successful knowledge management, providing a centralized place to store information and access it readily.

Companies with a knowledge management strategy achieve business outcomes more quickly as increased organizational learning and collaboration among team members facilitates faster decision-making across the business. It also streamlines more organizational processes, such as training and on-boarding, leading to reports of higher employee satisfaction and retention.

Use this model selection framework to choose the most appropriate model while balancing your performance requirements with cost, risks and deployment needs.

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The definition of knowledge management also includes three types of knowledge—tacit, implicit, and explicit knowledge. These types of knowledge are largely distinguished by the codification of the information.

• Tacit knowledge:  This type of knowledge is typically acquired through experience, and it is intuitively understood. As a result, it is challenging to articulate and codify, making it difficult to transfer this information to other individuals. Examples of tacit knowledge can include language, facial recognition, or leadership skills.
• Implicit knowledge:  While some literature equivocates implicit knowledge to tacit knowledge, some academics break out this type separately, expressing that the definition of tactic knowledge is more nuanced. While tacit knowledge is difficult to codify, implicit knowledge does not necessarily have this problem. Instead, implicit information has yet to be documented. It tends to exist within processes, and it can be referred to as “know-how” knowledge.
• Explicit knowledge:  Explicit knowledge is captured within various document types such as manuals, reports, and guides, allowing organizations to easily share knowledge across teams. This type of knowledge is perhaps the most well-known and examples of it include knowledge assets such as databases, white papers, and case studies. This form of knowledge is important to retain intellectual capital within an organization as well as facilitate successful knowledge transfer to new employees.

While some  academics  (link resides outside ibm.com) summarize the knowledge management process as involving knowledge acquisition, creation, refinement, storage, transfer, sharing and utilization. This process can be synthesized this a little further. Effective knowledge management system typically goes through three main steps:

• Knowledge Creation:  During this step, organizations identify and document any existing or new knowledge that they want to circulate across the company.
• Knowledge Storage:  During this stage, an information technology system is typically used to host organizational knowledge for distribution. Information may need to be formatted in a particular way to meet the requirements of that repository.
• Knowledge Sharing:  In this final stage, processes to share knowledge are communicated broadly across the organization. The rate in which information spreads will vary depending on organizational culture. Companies that encourage and reward this behavior will certainly have a competitive advantage over other ones in their industry. 

There are a number tools that organizations utilize to reap the benefits of knowledge management. Examples of knowledge management systems can include:

• Document management systems  act as a centralized storage system for digital documents, such as PDFs, images, and word processing files. These systems enhance employee workflows by enabling easy retrieval of documents, such as lessons learned.
• Content management systems (CMS) are applications which manage web content where end users can edit and publish content. These are commonly confused with document management systems, but CMSs can support other media types, such as audio and video.   
• Intranets  are private networks that exist solely within an organization, which enable the sharing of enablement, tools, and processes within internal stakeholders. While they can be time-consuming and costly to maintain, they provide a number of groupware services, such as internal directories and search, which facilitate collaboration.
• Wikis  can be a popular knowledge management tool given its ease of use. They make it easy to upload and edit information, but this ease can lead to concerns about misinformation as workers may update them with incorrect or outdated information.
• Data warehouses  aggregate data from different sources into a single, central, consistent data store to support data analysis, data mining, artificial intelligence (AI), and machine learning. Data is extracted from these repositories so that companies can derive insights, empowering employees to make data-driven decisions.

While knowledge management solutions can be helpful in facilitating knowledge transfer across teams and individuals, they also depend on user adoption to generate positive outcomes. As a result, organizations should not minimize the value of human elements that enable success around knowledge management.

• Organizational Culture:  Management practices will affect the type of organization that executives lead. Managers can build learning organizations by rewarding and encouraging knowledge sharing behaviors across their teams. This type of leadership sets the groundwork for teams to trust each other and communicate more openly to achieve business outcomes.
• Communities of practice:  Centers of excellence in specific disciplines provide employees with a forum to ask questions, facilitating learning and knowledge transfer. In this way, organizations increase the number of subject matter experts in a given area of the company, reducing dependencies on specific individuals to execute certain tasks.

Armed with the right tools and strategies, knowledge management practices have seen success in specific applications, such as:

• Onboarding employees:  Knowledge management systems help to address the huge learning curve for new hires. Instead of overwhelming new hires with a ‘data dump’ in their first weeks, continually support them with knowledge tools that will give them useful information at any time.  Learn more
• Day-to-day employee tasks:  Enable every employee to have access to accurate answers and critical information. Access to highly relevant answers at the right time, for the right person, allows workforces to spend less time looking for information and more time on activities that drive business.  Learn more
• Self-serve customer service:  Customers repeatedly say they’d prefer to find an answer themselves, rather than pick up the phone to call support.  When done well, a knowledge management system helps businesses decrease customer support costs and increase customer satisfaction.  Learn more

Companies experience a number of benefits when they embrace knowledge management strategies. Some key advantages include:

• Identification of skill gaps:  When teams create relevant documentation around implicit or tacit knowledge or consolidate explicit knowledge, it can highlight gaps in core competencies across teams. This provides valuable information to management to form new organizational structures or hire additional resources.
• Make better informed decisions:  Knowledge management systems arm individuals and departments with knowledge. By improving accessibility to current and historical enterprise knowledge, your teams can upskill and make more information-driven decisions that support business goals.
• Maintains enterprise knowledge:  If your most knowledgeable employees left tomorrow, what would your business do? Practicing internal knowledge management enables businesses to create an organizational memory. Knowledge held by your long-term employees and other experts, then make it accessible to your wider team.
• Operational efficiencies:  Knowledge management systems create a go-to place that enable knowledge workers to find relevant information more quickly. This, in turn, reduces the amount of time on research, leading to faster decision-making and cost-savings through operational efficiencies.  Increase productivity not only saves time, but also reduces costs.
• Increased collaboration and communication:  Knowledge management systems and organizational cultures work together to build trust among team members. These information systems provide more transparency among workers, creating more understanding and alignment around common goals. Engaged leadership and open communication create an environment for teams to embrace innovation and feedback.
• Data Security:  Knowledge management systems enable organizations to customize permission control, viewership control and the level of document-security to ensure that information is shared only in the correct channels or with selected individuals. Give your employees the autonomy access knowledge safely and with confidence.

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Collect, create and share knowledge with an enterprise studio for generative AI. Learn how to drive your DataOps framework with a single layer of business knowledge that supports self-service, data governance, AI, natural language processing and accelerated data lake generation.

Train, validate, tune and deploy generative AI, foundation models and machine learning capabilities with IBM watsonx.ai, a next-generation enterprise studio for AI builders. Build AI applications in a fraction of the time with a fraction of the data.

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• Open Knowledge Maps
• Your guide to scientific knowledge
•  Become a supporting member

Map a research topic with AI beta

Get an overview - Find documents - Identify concepts

Our mission

Revolutionising discovery

Open Knowledge Maps is the world's largest AI-based search engine for scientific knowledge. We dramatically increase the visibility of research findings for science and society alike.

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Open and nonprofit

We are a charitable non-profit organization based on the principles of open science. Our aim is to create an inclusive, sustainable and equitable infrastructure that can be used by anyone.

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A sustainable platform

We propose to fund Open Knowledge Maps in a collective effort. Organizations are invited to become supporting members and co-create the platform with us.

What users and supporters say

We joined Open Knowledge Maps as a Supporting Member because it is an innovative tool for literature search and we are eager to support the further development of Open Knowledge Maps.

Dr. David Johann, Head of Group Knowledge Management, ETH Library, ETH Zurich

I love how OKMaps breaks down the papers into clusters allowing me to identify themes in the literature and focus on papers that are most pertinent for my work.

Girija Goyal, ReFigure Co-Founder, Staff Scientist at Wyss Institute for Biologically Inspired Engineering at Harvard University, USA

Open Knowledge Maps is a considerable reinforcement in the areas of open science & open access, which are central to our research services.

Dr. Andrea Hacker, Open Access and Bern Open Publishing (BOP), University Library Bern

Now that science gets more and more open, we need ways to visualize it in a relevant way. That's why I support OKMaps.

Jean-Claude Burgelman, Professor of Open Science at VUB, Editor in Chief at Frontiers Policy Labs

Open Knowledge Maps is one of these initiatives we consider to be a visionary innovator in the field of discovery in open spaces.

Prof. Dr. Klaus Tochtermann, Director, ZBW

Education and Knowledge empower people, and everybody should have access to them, it is great to have tools like Open Knowledge Maps empowering people around the world.

Mari Plaza, Data Scientist

Custom integrations

Would you like to complement your services with our AI-based discovery tools? Using our Custom Services, organisations are able to embed Open Knowledge Maps components in their own discovery systems.

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Check out our most frequently asked questions or feel free to contact us online or call us at 1-800-776-9676 or +1-713-681-4020

Knowledge Management

Knowledge Management (KM) is a collection of systematic approaches to help information and knowledge flow to and between the right people at the right time. APQC is the leading source for innovative thinking and the latest research in knowledge management. We’ve been at the forefront of KM since APQC’s Chairman of the Board and former CEO Carla O’Dell, helped establish KM as a vital business discipline in 1993. Whether you’re developing a KM strategy or want best practices from organizations with longstanding KM programs, APQC gives you access to an array of trusted resources and tools. Our annual conference draws KM and process practitioners and decision makers from around the world, and remains the premier industry conference.  

Our Resource Library includes hundreds of KM best practices, case studies, KPIs, and tools and templates. Find the information you need to get employees sharing and using your organization’s collective knowledge. 

APQC is proud to be an IACET Accredited Provider. Earn CEUs through our online and in-person knowledge management training and certification options. All courses can be customized to meet your specific needs and delivered at your site. 

Through events, research, and working groups, we bring together KM practitioners and leaders worldwide. We foster these opportunities to advance the discipline and provide greater value to our members.

Interested in our KM research?

Featured KM Resources

Master These Five Knowledge Management Practices for Success

Bridging the Gap: Exploring Change Management Practices in KM

Smart Recommendation Systems: Emerging Technologies for Knowledge Management

Upcoming webinars, training, and events.

Back to School Edition: Building Effective and Long-lasting Communities of Practice

Managing Change

Embedding Knowledge in the Flow of Work

Knowledge Elicitation

Engagement Strategies for Excellence in Knowledge Management

APQC Certified Knowledge Manager Course

Roundtable Discussion: How Important Are Communities of Practice To Your KM Program?

Find out how your organization’s KM program measures up

Use APQC's KM assessment tools to gauge every aspect of your KM program, from strategy and business case development to specific processes and technologies, and see how you stack up against your competition.

Featured Blogs

KM Bridge Builder Cindy Hubert, APQC KM Fellow

In my recent KM blog post, I introduced the idea of knowledge management (KM) bridge builders. These are the passionate individuals who have dedicated years to laying the…

Knowledge Management, Experts, and AI

In today’s landscape, the airwaves resonate with discussions about Artificial Intelligence (AI) (see Emerging Technologies for Knowledge Management Survey Report | APQC) –…

Explore These KM Resources

2024 knowledge management priorities.

• Reports & White Papers 2024 Knowledge Management Priorities and Predictions Survey Report
• Articles Knowledge Management in 2024: High Tech and Higher Profile
• Articles Top KM Opportunities for 2024
• Articles Design Thinking for Knowledge Management

Emerging Technologies for Knowledge Management

• Reports & White Papers Emerging Technologies for Knowledge Management Survey Report
• Reports & White Papers Emerging Technologies for KM: Artificial Intelligence
• Articles The Role of Technology in KM
• Articles KM and Technology: Navigating Disruption

KM Essentials

• Articles KM Essentials: Roadmap To Success
• Articles How to Use APQC’s KM Measurement Alignment Worksheet
• Tools & Templates Knowledge Management (KM) Glossary
• Tools & Templates APQC's Knowledge Flow Process Framework

Excellence in Knowledge Management in 2023

• Articles Three Keys to Achieving Excellence in Change Management
• Articles Assessing Knowledge Management Maturity with the KM-CAT
• Articles How Outstanding KM Organizations Approach Change: Highlights from EIKM Recipients
• Case Study KM as a Revenue Source: Pushing Boundaries at Ogletree Deakins

IT Organization Key Benchmarks and Practices Reports

• Data and Measures IT Organization Performance Key Benchmarks: Cross-Industry
• Reports & White Papers IT Organization Performance Practices Report: Cross-Industry
• Tools & Templates Interactive Information Technology (IT) Organization Performance Tune-Up Diagnostic
• Articles IT Function FTEs Per $1 Billion Revenue

APQC is how we found other companies whose KM communities we could learn from – it became our source for information, benchmarks, and best practices.

Get Expert Guidance to Optimize Your KM Initiatives

Apqc advisory services.

You might be in the early stages of developing your organization’s first ever KM program. Or maybe you already have a KM strategy, but need help evolving your KM capabilities. At any stage of your KM strategy implementation, our expert consultants can provide individualized support and customized on-site training to help you accelerate and optimize your KM initiatives.

To learn more, contact our advisory services director:

Jeff Varney, Director of Advisory Services

AI-Based Knowledge Management Software Company of the Year 🏆

Our Knowledge Management Software System unleashes the untapped potential of your entire organization. Recognized by CIO Review for our comprehensive knowledge management engagement features as the 2024 AI-Based Knowledge Management Software Company of the Year.

Companies using Bloomfire reported improvements

reduction in onboarding time

reported improvement in data-driven decision making

of questions resolved without escalation

The Workforce of the Future

The convergence of AI and knowledge management is not just a trend but a strategic imperative for building a workforce for the future. The research in The Ultimate Guide to Knowledge Management provides a blueprint for success and illustrates the transformative power of combining AI with robust KM platforms.

See how Bloomfire Leads the Charge

Bloomfire emerges as a frontrunner in this space because of its customer-centric approach. It marries the integration of generative AI features with change management expertise to ensure a successful implementation and uptake of the tools. Bloomfire’s customers report that their knowledge management initiatives have streamlined processes, enhanced decision-making and a created culture of innovation and collaboration.

Entering the Era of AI-Powered Knowledge Management

Bloomfire is the knowledge engagement platform that captures your organization’s collective knowledge and makes it accessible to everyone across the organization so they can do their best work .

AI-Powered Enterprise Search & Discovery

Ai-powered authoring tools, build-your-own digital knowledge worker.

Deep Index of all your content across multiple file types and storage locations to quickly locate exact phrases in text, slide decks, PDFs, video, audio, or any other format. Recover lost time spent searching through company databases, filing systems, and ineffective enterprise search tools.

• Automated deep indexing of all documents, audio, video, and data streams
• Auto-search populated feeds based on topics/keywords
• AI-Powered Enterprise Search
• AI listens to, transcribes, and highlights clips that match search terms in video and audio files

Automatically tag, summarize, and categorize content at upload. Bloomfire’s AI-powered tools make sharing knowledge and finding natural search terms easy while new hires learn your company’s internal short-hand.

• Automated tagging of content
• Generative AI summarization of uploaded documents, video, and audio for description and body text
• Combine multiple contributions into a series to create links between them
• Document rendering, video, and audio are embedded directly in the post

Powered by the unique fingerprint of your company’s information, Bloomfire creates a digital knowledge worker that augments the performance of your employees. Through continuous feedback loops, your team can certify knowledge and improve the efficacy of responses in real time.

• Users provide real-time feedback loops through flags, questions, and search engagement
• Robust reporting measures AI search effectiveness and identifies knowledge gaps
• AI tools augment the performance of your team, raising productivity
• Accuracy and security build trust from your user base

Best-in-class Knowledge Management Software System

Bloomfire offers a software platform that can easily be adapted to suit your specific needs. Unique capabilities with enterprise search and a purpose-built knowledge platform saves time and money, and increases performance.

Content & Document Management

Manage a single copy of a document published across multiple communities and access groups. Updates are automatically distributed to all published versions. Use enterprise search to connect and upload documents from any cloud service.

Moderation Tools

Create approval flows for authoring content, allow users to flag documents for review, and easily edit, publish, unpublish, restore previous versions, or track engagement on any community contribution. Use automation in a continuous feedback loop that helps to train and improve AI results.

Analytics Suite

View key report functions in real-time through easy-to-follow visualizations. Create your own reports with visualizations to track custom metrics. All data is downloadable for use in company reporting.

Q&A Collective Knowledge Engine

Ask any question to the system using Conversational AI, and Bloomfire proposes answers from content in the platform and avoids populating duplicate questions. Nominate subject matter experts and quickly track question response time.

“I really strongly suggest looking at the time lost within your organization and you may be surprised, because we came up with a phenomenal dollar amount! Purchasing Bloomfire was a fraction of that money.” Simon Technical Director, PayPal

Our Solutions

Harness the power of knowledge with Bloomfire’s comprehensive solutions . From advanced knowledge management to actionable insights and exceptional customer support, our software platform empowers your organization to leverage knowledge as a strategic advantage, driving growth and innovation.

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Explore solutions tailored to your needs

Bloomfire can be configured for small-to-medium sized businesses to multinational enterprises. Say goodbye to complicated, difficult to maintain folder structures. Our platform can grow with your business and scale across multiple departments and geographies. Linking communities together using our cross-community search enables teams to work smarter together, instead of harder apart.

Make knowledge sharing easier across your entire organization

Use Bloomfire for Knowledge Management Knowledge, content, and documents can sometimes get trapped in silos and lost in complicated folder structures that are the backbone of many enterprise document management solutions. Say goodbye to all that confusion and embrace AI tools to help you find, create, curate, and manage collective knowledge in a secure and reliable platform.

Amplify your insights across the organization.

Use Bloomfire as your Research and Insights engine Research activities represent a significant investment for your company. But are those reports readily accessible to the teams that need them? Explore our AI-powered tools that help provide a digital megaphone to amplify the reach and impact of your insights team.

Make knowledge your team’s CX superpower

Use Bloomfire as the Knowledge Base for your Customer Success Team Deliver your best CX by supercharging your team and customers with the knowledge they need for excellent customer service and improved first-call resolution rates. Let Bloomfire put a collective knowledge engine in the hands of every frontline worker.

Seamless Implementation

The knowledge that exists across your organization is your company’s greatest asset. Bloomfire helps you protect that asset and increase your strategic advantage–without requiring you to rely heavily on your IT team.

Kick off your project by establishing your goals, key players and their roles, metrics you will use to measure progress, and mapping out your community and access group structure. Get training on how to use the platform to meet your goals.

Begin using the software and create your first community. Set up governance, operational settings, and categorization. Customize branding, choose color schemes, and set up your custom homepage.

Populate your community with content and ensure the platform is through beta testing to collect early feedback. Prepare teams for a successful launch.

Invite your users into the community and host a launch event. We will help you build and execute a change management plan.

Start working smarter with Bloomfire

See how Bloomfire helps companies find information, create insights, and maximize value of their most important knowledge.

Take a self guided Tour

See Bloomfire in action across several potential configurations. Imagine the potential of your team when they stop searching and start finding critical knowledge.

Hosting service

Enjoy all of the benefits of your Lucidea solution with secure, reliable, stress free hosting

Programs & incentives

No matter your size or budget, we’ve got you covered, today and tomorrow

Think Clearly Blog

Grants directory, our partners, what to look for in knowledge management software.

Stan Garfield

In my experience, knowledge managers are interested in KM platforms that enable critical business activities, rather than software that just offers generic features and functions.

In this post I will describe ideal KM software that enables people to capture, curate, connect, collaborate, create, and communicate effectively. In doing so, I added a sixth “C” —communicate—to the five that I wrote about in my book, The Five Cs of KM .

At its core, knowledge management software should support the five core activities of KM: sharing, innovating, reusing, collaborating, and learning:

Source: Knowledge Nuggets:100 KM Infographics

Building on this core, here are details on how a KM system should support each of the six Cs.

Knowledge capture includes collecting documents, presentations, spreadsheets, records, processes, software source code, images, audio, video, and other files that can be used for innovation, reuse, and learning. To support knowledge capture, a KM tool should enable:

• Contributing content to and retrieving it from knowledge repositories, knowledge bases, and structured lists. This should be easy to do via user-friendly interfaces.
• Integrating content from multiple internal and external sources. This should be done seamlessly and transparently.
• Populating and updating individual skills profiles to enable expertise location. This should include the capability to extract relevant information from HR databases, external sources, and knowledge sharing tools such as threaded discussions.

Knowledge curation is taking existing information and making it more useful, including better organizing it, making it more findable, and making it easier to use. To curate is to collect, select, assemble, and present information or multimedia content for other people to use. To support knowledge curation, a KM system should enable:

• Creating and editing content collections and FAQs, providing consolidated views of content, and delivering customized content via portals. This is for knowledge managers.
• Managing the full content lifecycle. This is for content managers.
• Modifying threaded discussions by adding and editing tags and merging, splitting, renaming, and removing threads. This is for community managers.

Connection is the essence of knowledge management. There are three types of connection that are important. These are people-to-people, people-to-content, and content-to-content. To support all three types, KM software should enable:

• People to People : Communities of Practice and Enterprise Social Networks.
• People to Content : Enterprise Search and Federated Search.
• Content to Content : Enterprise Taxonomy, standard metadata application, and integration with other internal and external systems.

Collaborate

Collaboration is interacting with peers and colleagues to exchange ideas, share experiences, work together on projects, and solve problems. To support collaboration, a KM platform should enable:

• Team Spaces : Secure workspaces where business units and project teams can collaborate on their efforts. They allow teams to share documents, libraries, and schedules; conduct meetings, surveys, and polls; and store meeting minutes, discussions, reports, and plans.
• Threaded Discussions : Tools for carrying on conversations among members on a specific subject. They offer online and email posts and replies, searchable archives, and discussions grouped by threads to show the complete history on each topic.
• Wikis : Sites that allow users to easily add, remove, edit, and change most available content. They are effective for collaborative writing, self-service page creation, and shared maintenance of information. A wiki page can be edited by anyone, thus making it easy to collaborate on writing a document, creating a website, or collecting information on a topic.

Knowledge creation includes inventing and innovating new concepts, approaches, methods, techniques, products, services, and ideas that can be used for the benefit of people and organizations. To support knowledge creation, KM technology should enable:

• Innovation Management: A vehicle for submitting, tracking, and processing suggestions and ideas, with the goal of acting on the best ones. This can be via specialized systems for collecting and managing ideas or using an Enterprise Social Network with special tagging.
• Standard Methodologies: Repeatable techniques and approaches that can be used to solve a problem or accomplish a desired result in a proven way. A process for practitioners who discover improved ways of doing things to convert their insights into new methodologies.
• Content Creation: A simple way to create and contribute white papers, presentations, podcasts, videos, and training modules. Gamification can be effective in motivating the creation of new content.

Communicate

Communicating is conveying information and news updates to other people. This can be done using writing, images, audio, or video. To support communication, KM applications should enable:

• Discovery: Publishing top-down vetted information and providing browsable directories .
• Syndication and Subscription : Providing content such that it can be subscribed to using an RSS (Really Simple Syndication) feed reader, integrated into a website as a subset of that site, or received as an email notification or application alert.
• Blogs : Posting articles or entries (as in a journal) displayed in reverse chronological order. Blog posts combine text, images, and links to other blogs and websites. They typically provide archives in calendar form, local search, syndication feeds, reader comment posting, trackback links from other blogs, blogroll links to other recommended blogs, and categories of posts tagged for retrieval by topic.

Searching for KM software that enables you to capture, curate, connect, collaborate, create, and communicate organizational intelligence in a single venue? Get in touch to learn about Presto!

Dive into  Stan’s blog posts  offering advice and insights drawn from many years as a KM practitioner. You may also want to download a free copy of his book,  Lucidea’s Lens: Special Librarians & Information Specialists; The Five Cs of KM   from Lucidea Press, and its precursor,  Proven Practices for Promoting a Knowledge Management Program . Learn about Lucidea’s  Presto ,  SydneyEnterprise , and  GeniePlus  software with unrivaled KM capabilities that enable successful knowledge curation and sharing.

**Disclaimer: Any in-line promotional text does not imply Lucidea product endorsement by the author of this post.

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