15 knowledge management tools for 2023

Do you ever feel overwhelmed by the sheer amount of information available? On the one hand, knowledge is power; on the other, it can be hard to keep track of. That’s where knowledge management tools come in. 

Knowledge management (KM) tools are software solutions that help businesses capture valuable data from employees and customers. Different systems serve different functions—such as customer relations or learning management—but they all make it easier for companies to easily organize, store, search and share their data. 

By investing in knowledge management software, companies can save time and money while improving customer satisfaction and keeping their competitive edge. Since this market is projected to reach multimillion USD by 2030, now is a great time to explore the range of available tools. 

This article will introduce 15 knowledge management tools and discuss how they can help you organize your company's data to maximize efficiency and productivity. So read on for an insightful guide that will help you make an informed decision when selecting the right tool for your business needs.

1. Jostle

Jostle is an employee success platform that fosters a connected workplace. It's a dynamic hub for news, recognition, and employee profiles, providing a unique space where organizations can cultivate a vibrant and engaged corporate culture.

Key Features:

• News and activity feed
• Shout-outs and org values
• People directory
• Library that acts as a single source of truth

Benefits:

• Centralized communication
• Easy to find what you're looking for
• Simplified organization

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2. Guru

This software offers a knowledge management solution for teams. Guru distinguishes itself by placing a strong emphasis on keeping knowledge up-to-date and accessible in real-time, ensuring that teams have the most current and reliable information at their fingertips.

Key features:

• Knowledge base
• Real-time verification
• Integrations with popular tools

Benefits:

• Up-to-date knowledge
• Seamless integration
• Enhanced collaboration

Drawbacks:

• Requires regular content maintenance
• Pricing may not suit small businesses

3. Document360

Document360 is a versatile knowledge management tool known for its ability to generate and organize highly customizable knowledge bases. Its strong emphasis on branding, content creation, and seamless integration capabilities sets it apart. The software enables businesses to create unique and informative resources while seamlessly integrating them into their existing tech stack.

Key features:

• Customizable knowledge base
• Robust search engine
• Third-party tool integrations

Benefits:

• Branded Knowledge Base
• Efficient Search
• Seamless Integrations

Drawbacks:

• Some advanced features may need technical expertise
• Higher-tier plans can be expensive

4. Bloomfire

This cloud-based knowledge management tool is renowned for its unlimited storage capacity and AI-powered knowledge organization. Bloomfire’s ability to curate and manage extensive knowledge libraries enables teams to access and share information seamlessly. With flexible access controls and compliance with HIPAA and GDPR, Bloomfire allows organizations to maintain a secure and organized knowledge repository.

Key features:

• Unlimited storage
• AI-driven organization
• HIPAA and GDPR compliance

Benefits:

• Organized knowledge
• Enhanced data security
• Compliance-ready

Drawbacks:

• The interface might need to be more intuitive
• Pricing may be high for startups

5. Helpjuice

Helpjuice is a cloud-based KM tool known for its user-friendly approach to creating internal and external knowledge bases and advanced search capabilities. This simplicity in design and robust search functionality sets Helpjuice apart, making it a practical choice for organizations seeking effective knowledge management solutions.

Key features:

• Advanced search engine
• Integration with third-party tools
• Collaboration capabilities

Benefits:

• Efficient knowledge retrieval
• Seamless integration
• Enhanced collaboration

Drawbacks:

• Limited integration options
• Customization may require tech skills

6. Confluence 

This versatile digital hub has various plans to suit businesses of all sizes and specializes in creating and sharing knowledge. Confluence’s integration capabilities are particularly well-regarded, making it a top choice for teams seeking to connect their knowledge management with other tools and workflows seamlessly.

Key features:

• Knowledge base
• Collaboration capabilities
• Security features

Benefits:

• Scalability
• Secure knowledge sharing
• Collaboration efficiency

Drawbacks:

• Learning curve, especially for new users
• Advanced features in higher-priced plans

7. SharePoint

SharePoint is Microsoft's knowledge management software, offering a range of plans for businesses to upload files, share news, and collaborate. The software is particularly robust in integrating with other Microsoft 365 applications, making it a powerful choice for organizations deeply embedded in the Microsoft ecosystem.

Key Features:

• Knowledge base
• Collaboration capabilities
• Integrations with Microsoft 365

Benefits:

• Microsoft integration
• Collaboration efficiency
• Version control

Drawbacks:

• Requires Microsoft 365 subscription
• Complex customization needs IT expertise

8. Notion

This cloud-based workspace combines project management and internal wikis with flexible pricing. Notion stands out for its versatility, allowing users to create customized solutions for their specific needs, from project management to knowledge-based organizations.

Key Features:

• Knowledge base
• Collaboration capabilities
• Integration with third-party tools

Benefits:

• Comprehensive workspace
• Flexible collaboration
• Integration convenience

Drawbacks:

• May lack specialized KM features
• Collaboration features are not as robust

9. ClickUp

ClickUp centralizes resources, communication, and team management. Its adaptability to various team sizes and needs makes it a versatile choice. From freelancers to large enterprises, ClickUp offers a scalable solution that ensures no one is left behind regarding efficient knowledge management and collaboration.

Key features:

• Centralized platform
• Collaboration capabilities
• Custom permissions

Benefits:

• Streamlined management
• Enhanced collaboration
• Customizable access

Drawbacks:

• Extensive features can be overwhelming
• Advanced features in higher-tier plans

10. Slite

This cloud-based knowledge management platform specializes in aiding remote teams. Its tiered pricing allows groups of all sizes to harness the power of organized collaboration and information sharing. Whether a small startup or an established enterprise, Slite adapts to your specific needs, making remote collaboration a breeze.

Key features:

• Knowledge base
• Integrations with third-party tools
• Collaboration capabilities

Benefits:

• Remote collaboration
• Enhanced integration
• Streamlined communication

Drawbacks:

• Misses advanced project management features
• Free plan limitations

11. Trainual

Trainual excels at streamlining internal information for seamless onboarding and employee training. Based on the number of users, its pricing structure ensures that businesses of all sizes can efficiently manage their knowledge resources. Whether you're a growing startup or a well-established organization, Trainual simplifies the process of educating and onboarding your team.

Key features:

• Employee training
• Documentation creation
• Reporting and analytics

Benefits:

• Streamlined onboarding
• Enhanced training
• Performance tracking

Drawbacks:

• Costlier for smaller businesses
• Steep learning curve for new users

12. ServiceNow

This system equips businesses with a knowledge management platform that harnesses AI-powered chatbots and dynamic real-time analytics. ServiceNow enables organizations to gain valuable insights and enhance their knowledge management capabilities.

Key features:

• Knowledge base
• AI-powered chatbot
• Real-time analytics

Benefits:

• Enhanced self-service
• Real-time insights
• Security operations

Drawbacks: 

• Complex implementation, especially for large organizations
• Higher pricing

13. Bitrix24

Bitrix24 is a versatile open-source knowledge management software that excels in project management, offering a range of pricing options to suit different organizational needs. Its feature-rich platform empowers teams to collaborate effectively and manage projects efficiently.

Key features:

• Project management
• Collaboration capabilities
• Integration with third-party tools

Benefits:

• Comprehensive project management
• Collaboration efficiency
• Flexible pricing

Drawbacks:

• Extensive features may require time to explore
• May overwhelm smaller organizations

14. Zoho Desk

This application stands out as a comprehensive knowledge management tool boasting powerful AI-driven capabilities meticulously crafted to address the unique requirements of customer support and service teams. With its user-friendly interface and sophisticated features, Zoho Desk facilitates seamless customer interactions and efficient issue resolution.

Key features:

• Knowledge base
• AI-powered support
• Multi-channel help desk

Benefits:

• Enhanced customer support
• AI-driven efficiency
• Multi-channel engagement

Drawbacks:

• Some advanced features may need complex customization
• Not as feature-rich as dedicated customer support software

15. Bit.ai

Bit.ai stands out as a versatile and user-friendly collaborative document platform, allowing seamless knowledge sharing, streamlined content creation, and effective team collaboration, making it an invaluable tool for modern businesses.

Key features:

• Collaborative document creation
• Real-time editing and collaboration
• Document tracking and analytics

Benefits:

• Seamless collaboration
• Efficient content creation
• Detailed document analytics

Drawbacks:

• Free plan limitations
• Rapid learning curve for advanced features

Which knowledge management system is right for you?

Organizations can foster collaboration and continually improve their operations with the proper knowledge management tools. From providing better customer service to increasing employee productivity, these types of software have a range of benefits that help businesses succeed.

To start with KM platforms, you should evaluate your organization’s needs and identify the best solutions. As you explore options, remember the importance of ongoing learning for all employees to stay up-to-date on new technologies and use them effectively. 

With these tips, knowledge management tools will empower your organization to unlock its full potential!