50 Knowledge Management Tools: The Ultimate Guide

Can knowledge management tools help you if you’re drowning in information?

Well, worry not! We’ve got the answer!

Dive into this handpicked collection of 30 game-changing knowledge management tools.

From small startups hustling to the top to seasoned giants navigating the corporate seas – we’ve got something for everyone.

The best knowledge management tools

1. Confluence by Atlassian

Best for: Team collaboration and documentation
Best Features: Rich text editor, templates, integration with Jira, real-time editing.
Suitable for: Small, Medium, and Large Companies.

2. Notion

Best for: Versatile knowledge management
Best Features: Database functionality, task management, real-time collaboration.
Suitable for: Small, Medium, and Large Companies.

3. Evernote

Best for: Personal note-taking and organization
Best Features: Tagging, search functionality, web clipping.
Suitable for: Small and Medium Companies.

4. Microsoft OneNote

Best for: Digital note-taking and organization
Best Features: Integration with Microsoft Office, collaborative editing, multimedia notes.
Suitable for: Small, Medium, and Large Companies.

5. Slite

Best for: Internal documentation and team knowledge sharing
Best Features: Markdown support, collaboration in channels, integrations.
Suitable for: Small, Medium, and Large Companies.

6. Nuclino

Best for: Collaborative team knowledge management
Best Features: Hierarchical organization, real-time collaboration, visual representation of information.
Suitable for: Small, Medium, and Large Companies.

7. Turtl

Best for: Secure and private knowledge management
Best Features: End-to-end encryption, granular access controls, version history.
Suitable for: Small, Medium, and Large Companies.

8. Slab

Best for: Team collaboration and documentation
Best Features: Mentions and notifications, search functionality, version history.
Suitable for: Small, Medium, and Large Companies.

9. Coda

Best for: Document creation and automation
Best Features: Building interactive documents, real-time collaboration, extensive templates.
Suitable for: Small, Medium, and Large Companies.

10. Zoho Wiki

Best for: Creating and sharing knowledge wikis
Best Features: Easy editing, page-level permissions, integration with other Zoho apps.
Suitable for: Small, Medium, and Large Companies.

11. Guru

Best for: Real-time knowledge sharing and retrieval
Best Features: Browser extension for instant knowledge access, AI-assisted content suggestions.
Suitable for: Small, Medium, and Large Companies.

12. Atlassian’s Jira Service Management

Best for: Knowledge management in IT and service teams
Best Features: Integration with Jira, self-service knowledge base, ITIL support.
Suitable for: Small, Medium, and Large Companies.

13. Document360

Best for: Creating, managing, and publishing documentation
Best Features: Versioning, analytics, branding and customization.
Suitable for: Small, Medium, and Large Companies.

14. Helpjuice

Best for: Creating knowledge bases for customer support
Best Features: User-friendly editor, analytics, customization.
Suitable for: Small, Medium, and Large Companies.

15. Bloomfire

Best for: Collaborative knowledge sharing and management
Best Features: Q&A format, content categorization, analytics.
Suitable for: Small, Medium, and Large Companies.

16. Help Scout Docs

Best for: Creating knowledge bases for customer support
Best Features: Integration with Help Scout, categorization, simplicity.
Suitable for: Small, Medium, and Large Companies.

17. ProProfs Knowledge Base

Best for: Creating comprehensive online knowledge bases
Best Features: Multilingual support, analytics, customization.
Suitable for: Small, Medium, and Large Companies.

18. Stack Overflow for Teams

Best for: Developer knowledge sharing and collaboration
Best Features: Integration with Stack Overflow, Q&A format, collaboration features.
Suitable for: Small, Medium, and Large Companies.

19. Tettra

Best for: Internal knowledge sharing and company wikis
Best Features: Slack integration, templates, collaboration features.
Suitable for: Small, Medium, and Large Companies.

20. RemNote

Best for: Knowledge management with spaced repetition
Best Features: Spaced repetition, active recall, interconnected documents.
Suitable for: Small, Medium, and Large Companies.

21. KnowledgeOwl

Best for: Creating and maintaining user manuals and FAQs
Best Features: Responsive design, analytics, versioning.
Suitable for: Small, Medium, and Large Companies.

22. HelpNDoc

Best for: Authoring and publishing documentation
Best Features: Multi-format publishing, visual editor, templates.
Suitable for: Small, Medium, and Large Companies.

23. HelpieWP

Best for: WordPress-based knowledge bases
Best Features: WordPress integration, customization, user access control.
Suitable for: Small, Medium, and Large Companies.

24. Twine

Best for: Interactive and nonlinear knowledge structures
Best Features: Non-linear storytelling, simplicity, open-source.
Suitable for: Small, Medium, and Large Companies.

25. Coggle

Best for: Visualizing knowledge and mind mapping
Best Features: Collaborative mind mapping, real-time editing, export options.
Suitable for: Small, Medium, and Large Companies.

26. Knowlocker

Best for: Personal knowledge management and sharing
Best Features: Private knowledge management, AI tagging, collaboration.
Suitable for: Small and Medium Companies.

27. Archbee

Best for: Creating internal documentation
Best Features: Internal linking, easy navigation, collaboration.
Suitable for: Small, Medium, and Large Companies.

28. GuruWalk

Best for: Travel company knowledge management
Best Features: Tour management, guide collaboration, booking integration.
Suitable for: Small and Medium Companies.

29. GuruDesk

Best for: Customer support and helpdesk knowledge management
Best Features: Ticket integration, customer portal, FAQ creation.
Suitable for: Small and Medium Companies.

30. Yext

Best for: Local knowledge management and business listings
Best Features: Location data management, online listings, analytics.
Suitable for: Small, Medium, and Large Companies.

31. Confluence by Atlassian

Best for: Team collaboration and documentation
Best Features: Rich text editor, templates, integration with Jira, real-time editing.
Suitable for: Small, Medium, and Large Companies.

32. Notion

Best for: Versatile knowledge management
Best Features: Database functionality, task management, real-time collaboration.
Suitable for: Small, Medium, and Large Companies.

33. Evernote

Best for: Personal note-taking and organization
Best Features: Tagging, search functionality, web clipping.
Suitable for: Small and Medium Companies.

34. Microsoft OneNote

Best for: Digital note-taking and organization
Best Features: Integration with Microsoft Office, collaborative editing, multimedia notes.
Suitable for: Small, Medium, and Large Companies.

35. Slite

Best for: Internal documentation and team knowledge sharing
Best Features: Markdown support, collaboration in channels, integrations.
Suitable for: Small, Medium, and Large Companies.

36. Nuclino

Best for: Collaborative team knowledge management
Best Features: Hierarchical organization, real-time collaboration, visual representation of information.
Suitable for: Small, Medium, and Large Companies.

37. Turtl

Best for: Secure and private knowledge management
Best Features: End-to-end encryption, granular access controls, version history.
Suitable for: Small, Medium, and Large Companies.

38. Slab

Best for: Team collaboration and documentation
Best Features: Mentions and notifications, search functionality, version history.
Suitable for: Small, Medium, and Large Companies.

39. Coda

Best for: Document creation and automation
Best Features: Building interactive documents, real-time collaboration, extensive templates.
Suitable for: Small, Medium, and Large Companies.

40. Zoho Wiki

Best for: Creating and sharing knowledge wikis
Best Features: Easy editing, page-level permissions, integration with other Zoho apps.
Suitable for: Small, Medium, and Large Companies.

41. Guru

Best for: Real-time knowledge sharing and retrieval
Best Features: Browser extension for instant knowledge access, AI-assisted content suggestions.
Suitable for: Small, Medium, and Large Companies.

42. Atlassian’s Jira Service Management

Best for: Knowledge management in IT and service teams
Best Features: Integration with Jira, self-service knowledge base, ITIL support.
Suitable for: Small, Medium, and Large Companies.

43. Document360

Best for: Creating, managing, and publishing documentation
Best Features: Versioning, analytics, branding and customization.
Suitable for: Small, Medium, and Large Companies.

44. Helpjuice

Best for: Creating knowledge bases for customer support
Best Features: User-friendly editor, analytics, customization.
Suitable for: Small, Medium, and Large Companies.

45. Bloomfire

Best for: Collaborative knowledge sharing and management
Best Features: Q&A format, content categorization, analytics.
Suitable for: Small, Medium, and Large Companies.

46. Help Scout Docs

Best for: Creating knowledge bases for customer support
Best Features: Integration with Help Scout, categorization, simplicity.
Suitable for: Small, Medium, and Large Companies.

47. ProProfs Knowledge Base

Best for: Creating comprehensive online knowledge bases
Best Features: Multilingual support, analytics, customization.
Suitable for: Small, Medium, and Large Companies.

48. Stack Overflow for Teams

Best for: Developer knowledge sharing and collaboration
Best Features: Integration with Stack Overflow, Q&A format, collaboration features.
Suitable for: Small, Medium, and Large Companies.

49. Tettra

Best for: Internal knowledge sharing and company wikis
Best Features: Slack integration, templates, collaboration features.
Suitable for: Small, Medium, and Large Companies.

50. RemNote

Best for: Knowledge management with spaced repetition
Best Features: Spaced repetition, active recall, interconnected documents.
Suitable for: Small, Medium, and Large Companies.

51. KnowledgeOwl

Best for: Creating and maintaining user manuals and FAQs
Best Features: Responsive design, analytics, versioning.
Suitable for: Small, Medium, and Large Companies.

52. HelpNDoc

Best for: Authoring and publishing documentation
Best Features: Multi-format publishing, visual editor, templates.
Suitable for: Small, Medium, and Large Companies.

53. HelpieWP

Best for: WordPress-based knowledge bases
Best Features: WordPress integration, customization, user access control.
Suitable for: Small, Medium, and Large Companies.

54. Twine

Best for: Interactive and nonlinear knowledge structures
Best Features: Non-linear storytelling, simplicity, open-source.
Suitable for: Small, Medium, and Large Companies.

55. Coggle

Best for: Visualizing knowledge and mind mapping
Best Features: Collaborative mind mapping, real-time editing, export options.
Suitable for: Small, Medium, and Large Companies.

56. Knowlocker

Best for: Personal knowledge management and sharing
Best Features: Private knowledge management, AI tagging, collaboration.
Suitable for: Small and Medium Companies.

57. Archbee

Best for: Creating internal documentation
Best Features: Internal linking, easy navigation, collaboration.
Suitable for: Small, Medium, and Large Companies.

58. GuruWalk

Best for: Travel company knowledge management
Best Features: Tour management, guide collaboration, booking integration.
Suitable for: Small and Medium Companies.

59. GuruDesk

Best for: Customer support and helpdesk knowledge management
Best Features: Ticket integration, customer portal, FAQ creation.
Suitable for: Small and Medium Companies.

50. Yext

Best for: Local knowledge management and business listings
Best Features: Location data management, online listings, analytics.
Suitable for: Small, Medium, and Large Companies.

What are knowledge management tools?

Knowledge management tools are software programs designed to store, distribute, and analyze knowledge within organizations.

The tools provide a centralized repository where employees can access important information, documents, and resources.

One of the key features of knowledge management tools is the ability to create document repositories.

These repositories allow teams to securely store and organize their documents, making it easier to find and share knowledge across the organization.

Additionally, these tools often offer file sync and sharing capabilities, ensuring that everyone has access to the most up-to-date versions of important files.

Another important aspect of knowledge management tools is their search and discovery functionality.

These tools enable users to quickly search for specific information within the organization’s knowledge base, improving efficiency and productivity.

Why do businesses need knowledge management tools?

As businesses grow and evolve, the need for effective knowledge management becomes increasingly crucial.

Knowledge management tools often provide organizations with a robust no-code platform to collate, organize, and share internal information, driving efficiency and productivity across teams.

One of the key reasons why businesses need knowledge management tools is to foster knowledge sharing within the organization.

By centralizing information in a single platform, these tools enable employees to easily access and share important knowledge across departments.

This not only enhances collaboration but also reduces duplication of efforts and prevents the loss of valuable institutional knowledge.

How to choose the best knowledge management software?

When it comes to choosing the best knowledge management software for your business, there are several important factors to consider.

This will ensure that you select a platform that meets your specific needs and empowers your organization to effectively manage and share knowledge.

Evaluate the software’s capabilities for information sharing

Look for a solution that allows seamless collaboration and knowledge exchange within your organization, as well as the ability to securely share information with external stakeholders.

Integration with other systems is another key consideration

The best knowledge management software should easily integrate with your existing tools and platforms, such as customer relationship management (CRM) systems, project management tools, and document management systems.

This will enhance productivity and streamline workflows by eliminating silos and consolidating information in one centralized repository.

Privacy requirements are also of utmost importance

Ensure that the software provides robust privacy and security features to protect sensitive information. Customization options should also be taken into account, as this will allow you to tailor the software to your organization’s unique needs and branding.

Other factors to consider include your team’s objectives, scalability of the software to grow with your business, pricing structure, ease of use, availability of customer support, and deployment options (cloud-based or on-premise).

What are the different types of knowledge management solutions?

When it comes to knowledge management solutions, there are various types of software tools available in the market.

These tools are designed to help companies gather and strategically utilize their institutional knowledge.

Let’s explore some of the different types of knowledge management solutions and provide examples of software tools within each category.

Knowledge base software

This type of solution allows organizations to create and maintain a centralized repository of information.

Examples include Zendesk, Freshdesk, and HelpJuice. These tools enable the creation of a searchable knowledge base, making it easy for employees and customers to find relevant information.

Collaboration tools

These solutions focus on facilitating knowledge sharing and collaboration among team members.

Popular examples include Microsoft Teams, Slack, and Trello. These tools enable real-time communication, file sharing, and project management, fostering collaboration and information exchange.

Document management systems

These solutions are designed to organize and manage digital documents and files.

Examples include SharePoint, Google Drive, and Dropbox. These tools offer version control, document tracking, and secure sharing capabilities, ensuring that the latest and most relevant information is easily accessible.

Customer relationship management (CRM) systems

Although primarily focused on managing customer relationships, CRM systems like Salesforce and HubSpot also play a role in knowledge management.

They centralize customer information, allowing teams to access and leverage customer knowledge for improved service and sales strategies.

What’s the difference between a KMS and CMS?

While both systems serve important organizational functions, they have distinct purposes and features.

A knowledge management system primarily focuses on centralizing institutional information and facilitating knowledge sharing within an organization.

Its core objective is to improve the findability of answers for both employees and customers.

A KMS acts as a centralized repository of knowledge, allowing easy access to information, files, and documents. It enables employees to quickly retrieve and share resources, eliminating knowledge gaps and promoting collaboration.

On the other hand, a content management system is primarily used for creating and maintaining content on internal digital platforms, such as websites or intranets. Its main purpose is to support content creation, publishing, and administration.

While a CMS may also store information and resources, its primary focus is not on knowledge sharing or improving findability.

Remember, investing in a robust knowledge management system can significantly benefit your organization by streamlining information flow, enhancing collaboration, and improving customer satisfaction.