In this article, I will share with you the top 10 knowledge management software tools for companies. Now, before we begin I think we should establish a definition and what exactly is.
What is Knowledge Management Software?
Knowledge Management Software provides a platform for sharing frequently requested or needed information. They tend to be very configurable platforms since the structure and application of knowledge management software will vary dramatically from organization to organization. This level of customization tends to require bespoke implementation and clear internal owners of the platform. On the other hand, this configurability will also allow organizations to use the system to serve multiple use cases at once.
Knowledge management systems are also designed to handle a wide range of knowledge formats. This can include:
Why Should Your Company Invest in Knowledge Management Software?
Here are a few uses cases where getting an internal wiki software is a wise investment:
* Employee onboarding - Improve your new hire onboarding process
* Remote work - Stay in the know no matter when you work. When knowledge is
centralized, current, and verified by experts, your whole team is aligned, even if
they’re in different time zones.
* Knowledge management for your whole company - Create a single source of
truth that everyone in the company has access to, no matter where they’re
Ok, now let’s dive into the 10 Best Knowledge Management Software Tools for Companies (in 2021):
If you're looking for a wiki solution that is either internal or shared with trusted parties, Confluence is well designed as an enterprise-level product for that project. It shines best as a company wiki and document collaboration tool - allowing multiple users to edit a page in real-time at the same time (similar to Google Docs).
* Templates - Confluence has hundreds of templates that are useful depending on your purpose. All of the app’s templates are housed in the Confluence Cloud. On Confluence’s website, all of the templates are also organized into industries and lines of work. For example, under Marketing and Sales, you can find templates for customer interview reports and competitive analyses
* Enterprise-Grade Security - Use the popular Atlassian tool and feel comfortable uploading your files and personal information to the public. Confluence features enterprise-grade security across entire organizations.
* Share Pages - Confluence makes it easy for users to share pages with other team members. This tool is helpful for those working in large groups. Users without Confluence accounts can also view shared documents but cannot edit or add to them.
* No user-friendly - Similar to other Atlassian products, users have complained that aspects of Confluence are difficult to learn right away. Because of this, both Atlassian and other users have created online video tutorials and have a variety of online written blogs for quick how-to’s.
* Editing - An issue that users can face when using Confluence is attempting to edit a document while someone else is editing. Although users can access the document and save it, they are unable to see the changes happening in real-time that other users are implementing until they refresh their page. Some users have also noted that this can result in loss of edits.
Guru is the perfect tool for when you need to document processes and updates that you know your team will need to reference on a regular basis. You can link to other documents and cards if there's additional information they will need, but you want to be careful not to use it as the one way you communicate information to your team members, as it can quickly get out of hand.
* Stores information that is easily searchable.
* Chrome extension makes it super easy to find information as you need it
* Easy to lose track of verifying information on a regular basis
* Can easily get to be too big to manage.
Helpjuice is a web app that companies can use to keep their help pages up-to-date. Instead of answering the same question repeatedly, companies can use Helpjuice to keep track of content. This app includes analytics that enables businesses to see the content their users are searching for the most as well as content that needs improvement.
* Provide full customization service to change the look of the knowledge base per your product's design.
* Admin dashboard could a few more features and tweaks
* Content creation could be more dynamic. Providing references to PDF, PPT, XLS
documents within articles could be improved.
Grind provides knowledge engagement, aiming to deliver an experience that connects teams and individuals with the information they need to excel at their jobs. Their cloud-based knowledge engagement platform aims to give people one centralized, searchable place to engage with shared knowledge and grow their organization's collective intelligence.
* Very user-friendly.
* The user interface is simple and the setup is easy.
* Pricing - get 3 months free (save 25%) when you sign up for an annual
* Lacks all the bells and whistles of some other KM software
* No integrations
5. Bitrix 24
Bitrix24 is a local-hosted or cloud-based social intranet and project management platform from the company of the same name that also contains core HR (HRMS) and CRM features as well. It features live activity streaming, a layout similar to a social networking site's, "Like!" -ing, document storing and sharing, chat and video conferencing, time tracking and a calendar, a Gantt chart, and a messaging system.
* Communication and file sharing is top-notch
* Not user-friendly - less tech-savvy users might have a difficult process in
understanding how to use the platform
* Its search engine function sometimes produces inaccurate content results
* Poor customer support
Notion aims to present users with an all-in-one workspace — for notes, tasks, wikis, and databases, from Notion Labs located in San Francisco.
* Free Personal Pro plan for academic users
* Flexible document organization (everything is a page, pages can have subpages)
* The search function takes time if you have a lot of pages
* Some people might think it's too technical and hard to get used to it
Quip offers a suite of productivity/collaboration tools. Their website says that Quip combines documents, spreadsheets, checklists and chat into one interface.
* Great collaboration tool when building internal documentation/knowledge-base
* Communicate with others in real-time
* Unless specifically set in your preferences, you'll get a slew of emails indicating
* Needs more templates and font customization
ServiceNow is a fast-growing service management provider that went public in 2012. Built on the ServiceNow Now Platform, the IT Service Management bundle provides an agent workspace with knowledge management, and modules supporting issue tracking and problem resolution, change, release and configuration management, and (on the higher tier ITSM Professional plan) ITAM and software asset management.
* The interface is simple and straightforward
* Highly customizable
* Slower loading times: Because the system is so large, it is very slow at times
* You get limited users with full access (write/edit), you need to pay for more.
Bloomfire provides knowledge engagement, aiming to deliver an experience that connects teams and individuals with the information they need to excel at their jobs. Their cloud-based knowledge engagement platform aims to give people one centralized, searchable place to engage with shared knowledge and grow their organization's collective intelligence.
* Quickly reach out to whatever employee segment you want to reach by posting
a topic and it will send a notification to everyone in that group with a link to the
* Categorizing content can be tailored to meet your specific organization’s needs.
* Poor integration with project management software
* No interaction functionality with other users.
Tettra helps teams that use Slack organize and share important knowledge in one central, searchable, manageable place.
* Easy to use.
* Easy to setup
* There aren’t enough shiny features to differentiate from Google docs
* Limited to Slack authentication
As you evaluate and decide on a knowledge management system, here are a few important factors to consider:
* Internal Vs. External Use: Is this system going to be used internally, externally, or both? For internal use, each product should be easy for users to add content to or edit, to ensure that the resource doesn’t become outdated. For external use, the user experience should be paramount, with easy searchability and intuitive structures.
* Ease of Use: The user interface should be easy to navigate and as self-explanatory as possible. Otherwise, much of the self-service utility of the platform will be lost.
* User Management: How easily, and scalably, can administrators control levels of access to various knowledge? This includes control over who can edit or add content, as well as who can view sensitive knowledge in the first place.
Subscribe to our email list to get notified when we post new content
Ian Agard writes about productivity, self-improvement and the tech industry. He's also the co-founder of Grind, a SaaS tech company that offers a knowledge management software.