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.
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 for 2023?
1. Tettra
Tettra is a cloud-based knowledge management tool. 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.
Rating
Tettra has a 4-star rating on Capterra, TrustRadius, and G2 software comparison sites.
Pricing and Plans
- 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.
Rating
Software review sites G2, Capterra, and Trust Radius give Document 360 a 4.5-star rating.
Pricing and Plans
- 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.
Rating
Software rating websites G2, Capterra, and Trust Radius give Confluence a 4-star rating.
Pricing and Plans
- 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.
Rating
Comparison tools G2, Capterra, and Trust Radius all rank Helpjuice at 4.5 stars.
Pricing and Plans
- 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.
Rating
Software review sites TrustRadius and Capterra both rate GetGuru at 4.5 stars.
Pricing and Plans
- 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
Rating
Software review sites G2 and Trust Radius both rank Notion at 4.5 stars.
Pricing and Plans
- 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.
Rating
G2 and Trust Radius give Zendesk a 4-star rating.
Pricing and Plans
- 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. 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.
Rating
Software review sites like G2, Capterra, and Trust Radius all rate Hubspot 4.5 stars.
Pricing and Plans
- 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 KMT:
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.
Knowledge Management Tool FAQ
What is Knowledge Management?
Knowledge management is finding, capturing, organizing, and sharing information. Knowledge management’s goal is to enhance business performance through better access to relevant information.
Many employees waste hours searching for the knowledge or practical information they need to fulfill their tasks. Effective knowledge management can boost productivity by at least 20%, leading to efficient processes and increasing workplace satisfaction.
What Is a Knowledge Management Tool?
A knowledge management tool is software that helps with knowledge and data management. In basic terms, it is software that facilitates the collection, storage, classification, and retrieval of valuable data and information.
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.
Knowledge Management Tool vs Document Management System: What’s the Difference?
Knowledge management software (KM) differs from document management software (DMS) because it organizes and stores all types of information, not only paper documents.
A document management system is designed to gather and organize digital documents, their storage, and access. Its primary functions are document management (including versioning and collaboration) and storage.
A knowledge management system is able to hold more than just documents. It can store audio-visual material and other materials. Rather than document storage, the system’s core function is collecting knowledge in different formats and allowing easy updating and sharing of that knowledge.
How Does a Knowledge Management Tool Differ from a Learning Management System?
A learning management system (LMS) and a knowledge management tool differ because an LMS is ideal for managing learning and training activities. A learning management system is designed for administering and evaluating training programs and courses.
It manages certifications, tests, and course content. Although a knowledge management application may also have some learning management elements, its primary goal is information sharing and collaboration.
To summarize, a knowledge management platform prioritizes a broader collection of information assets and encourages institutional knowledge sharing and building.
Is a Knowledge Management Tool the Same as a Corporate Wiki?
No, a knowledge management tool and a corporate wiki are different, although they can share certain aspects. The goal of a knowledge management tool is to facilitate the collection, storage, and dissemination of information and expertise within an organization.
A corporate wiki is a knowledge management application that enables workers to create, modify, and share content collaboratively.
What Minimum Security Features Should I Look For?
Prioritizing security features like encryption, audit logs, access control, and more is essential when choosing a knowledge management application. If you prioritize these safety measures, your knowledge management solution is safe and will keep your sensitive data safe.
Can Google Workspace Work as a Knowledge Management Tool?
Yes, you can use Google Workspace as a knowledge management platform. However, it’s essential to remember that there are limitations to Google docs compared to Tettra and other specialized knowledge management software.
How Do I Implement Knowledge Management?
Knowledge management implementation requires a set of actions to guarantee the process is successful and satisfies your organization’s requirements. You should start by figuring out what you want to accomplish, then evaluate your current knowledge management methods, create a plan, test it, put it into action, and assess its effectiveness.