TL;DR: Tettra is the best knowledge management tool for growing teams. It’s free, simple and easy-to-use for managing information. Other great options include Slite, Document360, Zendesk, or Confluence.
As organizations grow and evolve, so does the need for robust knowledge management. Reports, processes, and documentation require proper organizing and cataloging so everyone can use them efficiently and effectively.
This is where knowledge management tools come in.
What Is a Knowledge Management Tool?
A knowledge management tool aims to centralize the collection of knowledge assets like documents, photos, videos, and audio files. It also has collaborative features, search capabilities, analytics, and other features that help businesses to exploit their knowledge assets.
In this article, you’ll learn about knowledge management tools, their benefits, and how to choose the right one for your needs, and even how to make the selection process easier in 2023.
What are the best knowledge management tools and software for 2023?
1. Tettra
Tettra is the best knowledge management tool in 2023. As a cloud-based software, it has a simple, user-friendly UI and integrates with Slack, Google Drive, MS Teams, and more. It also has a powerful context-driven search feature that lets you find any information in seconds.
One of Tettra’s standout features is its AI-powered knowledge base that uses machine learning algorithms to recognize and tag information accurately. It keeps the knowledge base organized and up-to-date and helps users quickly find the necessary information.
The best part? Tettra has built-in analytics and reporting features that simplify monitoring user activity and determining where to make adjustments.
Key Features
- Analytics and reporting
- Full-Text search
- Collaboration tools
Pros
- A database powered by artificial intelligence that leverages machine learning to categorize and tag data.
- Collaborative editing capabilities that facilitate teamwork on documents and knowledge base articles.
- Add links to other tools you use like Trello boards, Notion docs, or Google Drive
- Integrates with Slack, MS Teams, and Google Drive, among other programs.
- Powerful search functionality that speeds up easy data retrieval.
- Extremely adaptable, allowing users to customize it to meet their own needs.
Cons
- While the website is mobile-friendly, there is no dedicated mobile app.
Reviews
- Tettra has a 4.5-star rating on G2.
We are heavy users of Slack and the integration with Tettra has been crucial to lifting product knowledge out of conversations and into the awesome search features of Tettra.
– G2
Pricing
- Free plan: With support for up to 10 users, it’s ideal for beginner-level teams just getting started with knowledge sharing.
- Scaling: It’s perfect for expanding businesses that need to scale their team’s knowledge for only $10 per user per month and provides access to up to 250 people.
- Enterprise: It’s perfect for businesses that want administrative tools and personalized help, yet it only costs $20 per user per month. The unlimited capacity is undoubtedly an advantage.
2. Document 360
Document 360 is a cloud-based knowledge management platform built to assist enterprises in creating, managing, and sharing knowledge-based articles, FAQs, and user guides. It has a simple UI that’s intuitive for users to quickly find the data they need.
One of Document 360’s hallmarks is its robust editor, which makes it simple for users to create and edit articles. The editor’s various heading, bullet point, and table formatting options make it simple to produce polished content, even for those without extensive technical training.
Key Features
- Drag and drop editor
- Workflow management
- Collaboration tools
Pros
- User-friendly and simple in its design.
- A robust editor with many layout options that make it simple to create polished articles.
- Integration to other software such as Slack, Trello, and Zapier.
- Custom options for branding and styling.
Cons
- No offline access since it’s a cloud-based software.
- No native mobile app.
Reviews
Some of their features are a bit half-baked, buggy, or just not quite what we need, but they are working to improve these features over time.
– G2
Pricing
- Free Plan: Allows up to 5 team account members, one knowledge base, and 50 articles.
- Start-up Plan: Up to 5 team account users, a knowledge base, and unlimited articles are available for $119 monthly.
- Business Plan: Up to 20 team account users, two knowledge bases, and unlimited reader accounts are available for $299 monthly.
- Enterprise Plan: Up to 20 team account users, two knowledge bases, and unlimited reader accounts are available for $599 monthly.
- Enterprise Plus Plan: Customized pricing depending on unique business requirements, including unlimited users, knowledge bases, and articles, plus additional functions such as SSO and custom domains.
3. Confluence
Atlassian’s Confluence is a powerful knowledge management platform. Its primary goal is to enhance teamwork and productivity by providing a single document creation, management, and sharing area.
Confluence’s main selling points are its easy-to-use interface and compatibility with other popular time-tracking and project-management programs. It comes with plug-ins and integrations making it work well with day-to-day job tools like Trello and Google Calendar in your workflow.
Confluence’s foundational functionality lies in its seamless integration with Jira and the rest of the Atlassian ecosystem.
Key Features
- Gantt/Timeline view
- Full-text search
- Real-time editing
Pros
- Confluence’s clear and organized UI makes it simple for users to create and find information.
- With Confluence, businesses can tailor the software to their needs by adding branding, designing templates, and automating workflows.
- Confluence’s real-time editing, commenting, and feedback features aid effective teamwork and knowledge sharing.
- Confluence easily integrates with various third-party apps and other Atlassian tools like Jira and Trello, making sharing information and working with other teams simple.
Cons
- With so many services, some users may find it overwhelming compared to other alternatives
- Confluence has storage limits that may be problematic for enterprises that need to keep vast amounts of data.
Reviews
The clustering of tasks is sometimes confusing over confluence. Even on the same project page, the dashboard is overloaded with various tasks simultaneously, and for a newbie, it takes time to understand and navigate. The Ui can be more interactive and self-explaining.
– G2
Pricing
- Free Plan: A free subscription from Confluence comes with basic functions, up to 10 users, and 2 GB of storage.
- Standard Plan: The Standard plan, which has up to 250 GB of storage and more advanced features like personalized branding and improved security, starts at $5.75 per user monthly.
- Premium Plan: The Premium plan, which includes even more advanced functionality like comprehensive analytics, priority support, and unlimited storage, starts at $11 per user monthly.
- Enterprise Plan: The Enterprise plan is custom to each business and includes unlimited storage, round-the-clock customer service, and enterprise-level security
4. Helpjuice
Helpjuice is a cloud-based knowledge management application with an intuitive UI and many useful functions for managing and sharing information within a company. Its robust search feature makes it easy for users to find the information they need.
Its content creation and editing capabilities let users build and keep an up-to-date knowledge base. Helpjuice is a great software option for companies who want to improve their knowledge management procedures.
One of Helpjuice’s best features is its powerful search function. It has powerful search tools like autocomplete and NLP to help people quickly and easily find what they want.
Key Features
- Full-text search
- Multi-language
- Third-Party integrations
Pros
- A simple-to-use interface that simplifies the building and administration of a knowledge base.
- Provides extensive personalization options, so organizations may shape the comprehensive resource to fit their unique goals and brand.
- The search functionality offers sophisticated search options that make it simple for users to get the necessary information.
- Enables collaboration to produce and refine content, speeding up the knowledge management procedure.
Cons
- No free trial.
- Basic packages have few options for personalization.
- No mobile app.
Pricing
- Starter Plan: Pricing begins at $120/month for up to 4 users, with unlimited access to the knowledge base’s articles, standard search functions, and email support.
- Run-up Plan: Begins at $200/month for up to 16 users and includes everything in the Basic plan plus advanced search, premium email support, and more.
- Premium Limited Plan: Pricing begins at $289/month for up to 60 users and includes all Plus benefits, extensive personalization choices, many knowledge bases, and phone/chat support.
- Premium Unlimited Plan: Unlimited users, free expert customization, auto-translations, and all premium features for $499/month.
5. Guru
Guru is a cloud-based knowledge management application that facilitates efficient management and sharing of an organization’s internal knowledge base. The software enables real-time collection, distribution, and institutional knowledge updates.
One of GetGuru’s most outstanding features is the artificial intelligence-driven search engine. The search feature has sophisticated natural language processing (NLP) capabilities, allowing it to analyze user searches and quickly provide relevant results.
The system adapts to how users interact, eventually producing more reliable results. It means that users can find the information they need even if they don’t know the precise query syntax.
Key Features
- Collaboration and the sharing of information
- AI-powered search
- Automatic updates
- Compatibility with other software
- Reporting and analytics
Pros
- The search feature is exceptionally effective in finding any info, even if you don’t know the exact phrasing of the question thanks to AI.
- The knowledge base is constantly updated in real-time to guarantee that all users have most recent doc version.
- It connects with third-party applications, such as Slack and Microsoft Teams, facilitating knowledge access within existing workflows.
- It tracks knowledge usage in real-time and measures knowledge management performance.
Cons
- GetGuru is user-friendly, but there is a learning curve for beginners and setting up the system to match the organization’s goals.
- GetGuru’s feature set is limited compared to other options.
Review
It’s difficult to search. You might never find the same card twice. Also if you are not a great speller, like me, it can’t find the word. I’m not sure how it determines the search but sometimes it pulls up information that I don’t find relevant to the topic. Although it’s “organized”, it seems disorganized.
– G2
Pricing
- Starter Plan: The plan is suitable for small businesses and teams. It has the basics covered with a knowledge base, an AI-powered search, and app integrations. With a maximum of three users, the plan costs $5 monthly per user.
- Builder Plan: The package is perfect for companies on the rise that need access to more sophisticated tools. It includes extensive reporting and analytics, unlimited workspaces, and advanced access controls. Pricing begins at $10/month/user.
- Enterprise Plan: Larger enterprises with specific customization and support needs would benefit greatly from this package. The Enterprise tier includes branding options, API access, and elevated support. The plan’s price depends on the number of users and requires a unique quote.
6. Notion
Notion is a multi-purpose tool that enables users to organize their activities, projects, and notes in a customizable setting. The platform’s user-friendly interface makes creating a working environment optimized for each individual’s process simple.
Notes, wikis, databases, calendars, and project management tools are just some hallmarks that make Notion a powerful tool for knowledge management.
Key Features
- Customizable templates
- Kanban boards
- Real-time collaboration
Pros
- Users can make databases, calendars, notes, and project plans using various customizable templates, allowing them to fit their workflow.
- Teams can work together in real-time on projects, notes, and databases.
- Good for personal knowledge management, such as articles, notes, and references.
- Notion is compatible with third-party tools like Trello, Slack, and Zapier.
Cons
- Adding complex formatting elements like tables, charts, or graphics is impossible in Notion.
- No offline access.
- Doesn’t scale at the enterprise level for knowledge management
Pricing
- Free plan: The free package provides fundamental access, such as unlimited pages and the option to invite up to 10 visitors. Some restrictions include a file upload cap, integration access, and version history.
- Plus Plan: The plan costs $8 per user per month and offers unlimited pages, file uploads, version history, and the opportunity to invite up to 100 guests. If you’re starting and want a personal plan, this is your best option.
- Business Plan: The plan costs $15/month per user and includes all the personal account access and the option to invite up to 250 guests.
- Enterprise Plan: The enterprise plan is an exclusive package tailored to the needs of larger businesses. It includes every business plan feature plus greater security, comprehensive administrative controls, and priority support.
7. Zendesk
Zendesk is a cloud-based customer support and service software solution that provides businesses with tools for managing client interactions across many channels. Phone, social media, chat, and email are some of them. One of its unique trademarks is the Zendesk Knowledge Management tool, which assists businesses in organizing and centralizing knowledge so that customers and agents can quickly find relevant data.
Using the Zendesk Knowledge Management Tool, businesses can compile a database of articles, FAQs, and how-to tutorials for use by customers and agents.
Key Features
- Live chat
- Ticketing system
- Community forums
Pros
- The intuitive design of Zendesk’s interface and dashboard makes it easy for agents and customers to use.
- With Zendesk, companies can handle customer service inquiries from various mediums, such as phone, email, chat, and social media.
- Zendesk’s scalability makes it a good fit for enterprises of all sizes, from startups to multinational conglomerates.
- Zendesk’s advanced reporting and analytics functions make it easy for organizations to monitor crucial KPIs and enhance customer support.
Cons
- Limited functionality compared to other softwares.
- Zendesk can experience technical issues or downtime.
Pricing
- Suite Team Plan: This package is perfect for companies that require a simple method of handling customer service inquiries. It has a self-service help center, social media, and email support. Prices start at $49 per agent each month.
- Suite Growth: The plan offers all the benefits of the Suite team plan, including up to 100 AI-powered automatic responses. The starting price per agent per month is $79.
- Suite Professional: Businesses needing a sales-oriented strategy will find this approach an excellent fit. It has functions including lead and deal monitoring, contact management, and up to 500 automatic responses driven by AI. The cost starts at $99 a month for each agent.
- Suite Enterprise: Any company that wants comprehensive reporting and analytics tools would benefit from this package. It has configurable dashboards, reports, and up to 1000 Lite access licenses. The starting rate is $150 per agent per month.
8. Slite
Slite is a sleek and intuitive note-taking and productivity tool that offers a comprehensive knowledge management solution. It allows users to store, organize, and share notes, documents, and tasks with ease. Think of it like the Slack of internal wikis. Documents are organized in channels that can be set to public or private, and channels with new posts are highlighted in bold.
Slite’s collaborative features make it an ideal tool for knowledge managers who want to streamline team workflows and boost productivity. Slite has more checklist and discussion tools than most knowledge management software, but that could also be a negative if you’re looking for a dedicated point solution.
I love the simplicity of the interface, easy to learn even for non-tech-savvy people. It is also opinionated in ways that I agree with. I can tell they know exactly what we need.
–G2 Review
Pros:
- Track changes, suggest edits, and restore previous versions of documents.
- Wide variety of templates
- Integrations with Slack, Trello, Google Drive, and others
Cons:
- No API support
- Lacks cataloging / categorization functionality
- Limited formatting options
- Standard – $6.67/user per month
- Premium – $12.50 /user per month
9. Bloomfire
Established in 2010, Bloomfire is a knowledge-sharing platform that allows teams to capture, organize, and share knowledge. Their mission is to craft innovative web-based software applications that elevate online knowledge and insights sharing within the workplace. It includes features such as search, analytics, and social learning.
Bloomfire effortlessly streamlines sharing, discovering, and collaborating on the wealth of information and knowledge that thrives within your organization.
Pros:
- Offers good reporting capability.
- Helps keep the team informed on all product information.
- Integrates with other tools such as Salesforce and Slack.
Cons:
- The navigation can be clunky at times.
- Steep learning curve and doesn’t offer the best onboarding experience.
- The search feature could be more user-friendly.
Pricing:
Reviews:
“I think this software has given us a new outlook on our job. We have the ability to ask for help when we need it. And sometimes we’re in our an entity that’s unknown to us and collaborating with your fellow employees helps a lot.”
– Capterra
10. Slab
Slab is a knowledge management platform that offers a streamlined interface for creating, organizing, and sharing knowledge within your team. It provides version control, task management, and team analytics to help you stay on top of your knowledge management efforts. Slab’s clean and intuitive interface makes it easy to use, but some users may need more advanced features.
Pros:
- Rich editing capabilities – Slab offers a range of rich editing capabilities, including adding images, videos, and code snippets, as well as real-time collaboration and commenting features.
- Powerful search functionality – With Slab’s robust search capabilities, users can quickly find the information they need, including full-text search and filtering by author, tags, and other criteria.
- Version control and history – Slab provides version control and history tracking for all content, allowing users to track changes and revert to previous versions as needed easily.
Cons:
- No find and replace sitewide
- Images can be difficult to embed
- Limited permission access
Pricing:
- Free: $0 per user/month
- Startup: $8 per user/month
- Business: $15 per user/month
Review
“Functional but needs more features. Slab will be a useful tool for us to share information internally. Updates are coming, but the updates page doesn’t seem to be updated in sync with releases, and updates don’t seem too frequent.
I look forward to monitoring how the Slab team takes their software.”
– Capterra
11. Hubspot
Hubspot is an industry-leading CRM software that provides tools for organizations to better manage their relationships with customers across many channels. One of the hallmarks of Hubspot is its Knowledge Management Tool.
The tool streamlines the development and upkeep of a company’s knowledge base, FAQs, and how-to tutorials. The software helps companies classify their material in a way that allows customers to locate what they’re looking for quickly and easily.
Users (customers and agents) have access to the knowledge base, and they can integrate it with other Hubspot offerings to improve efficiency and quality of service.
Key Features
- Customizable templates
- Dynamic content
- Search functionality
Pros
- Offers a suite of solutions for many business functions, such as marketing, sales, customer care, and content management.
- HubSpot’s design is user-friendly and intuitive, making it simple for businesses to use the platform.
- HubSpot’s templates are customizable, so businesses can provide customers with a consistent look and feel.
- HubSpot is flexible for various businesses since it integrates with many third-party tools and technologies.
Cons
- Support issues.
- Limited customization options.
Pricing
- Free Plan: Basic features for small businesses offered by HubSpot’s free plan include a CRM, email marketing, and forms. This plan is ideal for new companies with limited funds and assets.
- Starter Plan: The plan has more advanced capabilities like marketing automation, landing pages, and lead scoring and is thus better suited to growing enterprises. Pricing for the Starting plan begins at $20 per month.
- Professional Plan: By upgrading to HubSpot’s professional plan, you’ll access even more powerful tools like marketing automation workflows, sales automation, and dynamic content. Prices for the Professional package begin at $500 per month.
- Enterprise Plan: The Enterprise plan of HubSpot contains everything the Professional package does, plus extras like predictive lead scoring and bespoke event triggers. The price for the Enterprise plan begins at $1200 per month.
Why Use a Knowledge Management Tool?
Knowledge is a crucial resource; a company that manages it well will reap significant benefits. Organizations can benefit from a knowledge management tool in their knowledge management process in several ways.
Here are some key benefits of using a knowledge management tool:
1. Increased Productivity
You can save time and energy by using a KMT to find the data you need. Making information readily available helps workers save time, allowing them to put that time toward more productive tasks. Workflow automation and process documentation are two other ways a KMT can help workers save time.
2. Improved Collaboration
When employees have access to knowledge management tools, they can easily share information and work together, regardless of their location or position within the company. KMTs improve problem-solving and decision-making between staff members by encouraging open lines of communication and collaboration.
3. Workplace Satisfaction
Knowledge management tools can boost workplace satisfaction by giving workers the resources to accomplish their tasks well. In the long run, this can boost productivity and efficiency in the workplace, leading to greater success for the company.
4. Company Bottom Line
Knowledge management that’s done right can result in huge cost savings and an uptick in revenue. Knowledge management tools can lower operating costs by increasing productivity and efficiency while exchanging best practices and other knowledge assets can spur innovation and new business prospects.
Investing in a knowledge management tool allows businesses to maximize the value of their knowledge assets, which benefits the company and its employees, consumers, and other stakeholders.
How to Choose a Knowledge Management Tool: 5 Features to Look For
Creating a knowledge base requires a knowledge management tool to manage the task. Here are five factors to look for:
- Customizable templates: A knowledge management tool must include customizable template options so companies can brand their knowledge base consistent with their overall style.
- Robust search functionality: Effective search functions are essential in any knowledge management tool since they facilitate timely information discovery for customers and agents. It should have categories, tags, and keywords to make it simple to find relevant content.
- Collaboration tools: A practical knowledge management application should have collaboration functions enabling teams to edit and generate material.
- Analytics and Reporting: Knowledge management software that includes analytics and reporting features is invaluable because it allows firms to monitor customer knowledge base usage and adjust accordingly.
- Integration with third-party tools: Knowledge management software that can easily integrate with other applications is essential for modern enterprises. Slack, Zapier, and GitHub are just a few examples of other apps that integrate well with them.
Why use Tettra as your knowledge management tool?
Tettra is an AI-powered knowledge management system that helps you curate important company information into a knowledge base, use it to answer repetitive questions in Slack and MS Teams and keep it up-to-date, organized, and complete with automation.
With Tettra, you’ll have a full suite of tools for sharing knowledge.
- Q&A workflow to capture questions
- AI-powered knowledge base software to document answers
- Knowledge management features to keep content up to date.
- Integrations with Slack, MS Teams, Google Docs, Github and Zapier to help your team answer and capture knowledge quickly