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Many businesses lack efficiency in knowledge management. And it’s because of a lack of knowledge management software. This lack of software leads to:
- Lost documents
- Scattered tribal knowledge that doesn’t get shared across teams
- Constant questions with hard-to-find answers
- Team members interrupting each other for help
The right knowledge management tool can fix that. A recent study found that a robust knowledge management system can reduce information search time by as much as 35% and raise organization-wide productivity by 25%.
Those numbers add up to a large amount of money being saved. Imagine what you could do with that extra time. And especially the customer-facing tasks your sales team could complete instead.
In this post, we’ll look at the top 10 knowledge management software picks for this year. We’ll cover top features, pros, and cons, all so you can decide which one might work best for you.
Why You Need Knowledge Management Software
Okay, you probably already understand why you need knowledge management (KM) software, so we’ll keep this short. Centralizing all of your company’s information and unifying it on a single platform transforms your workplace by eliminating:
- Repetitive questions
- Endless searching through files
- Months of training and onboarding for new employees
Your sales reps can access all the information they need in one place, in seconds. Your new employees can get quick and efficient new employee training and then refer to the knowledge base for follow-up questions.
This means they can hit the ground running. Your sales engineers can do their important work without constant interruptions from their teammates.
Types of Knowledge Management Software
Different companies need different things when it comes to knowledge management. Some smaller companies only need basic information gathering.
Others need to be able to share that information with internal teams or external users. Larger companies may need to make sense of information by analyzing and evaluating it.
For this reason, you should know what you’re getting into so you don’t choose more (or less) than you need. Here are the basic types of KM software to be aware of:
Internal Wikis
A company’s internal wiki is just what it sounds like. It’s an internal knowledge base or repository where employees can store, create, and modify shared information. It’s ideal for document-based companies because their employees need to collaborate on company-specific information.
This type of KM software helps team members organize information such as employee handbooks, sales playbooks, onboarding materials, project documents, and company policy guides.
Employees with access can enter the database at any time and add or update information to provide context and relevance.
The most well-known companies offering internal wiki-style KM software are Notion and Confluence.
AI-Powered Search
While internal wikis are great for adding information to a central repository, AI-powered Enterprise search software takes this further by allowing you to quickly find the information you need. Team members can still add to the knowledge base and modify information. But with an AI-powered search system, anyone who then needs that information can pull it up in seconds.
In this type of KM software, the platform doesn’t just store the information. It understands it. That way, when an employee enters a question into the knowledge base, AI can respond quickly and accurately from the documents it’s storing. Even better, it can learn from user preferences as more employees use the system.
Examples of AI-powered search KM software include 1up, Guru, and Glean.
Customer Support KM
This one is more external-facing.
Employees aren’t the only ones who need access to information. Customers do, too, especially when they need help with a product or service they got from your company. KM software designed to store FAQs, product guides, and troubleshooting guides is ideal.
Customer support KM software is designed to improve the customer experience by providing virtual backup. A great example would be a customer calling into a call center for help. The employee may not have the answer to a question, but they can access the software and get a resolution in seconds. The customer will never know if the employee isn’t highly knowledgeable.
Companies most praised for customer support KM software are Intercom, Helpjuice, and Bloomfire.
All-in-One Work Hubs
Finally, we come to the centralized platforms that consolidate all the work-related tools and resources into a single location. These hubs act as single points of access for everything your entire staff needs to get their jobs done effectively, resulting in streamlined workflows and enhanced collaboration among team members.
Most work hubs include features that make communicating and sharing information easy for your team. These could be messaging systems or project management tools as well as file sharing options.
The most common of these work hub companies are ClickUp, Monday, and HubSpot.
Top 10 Knowledge Management Software Picks
1. Guru
Guru excels is one of the best in the knowledge management field. They centralize user data in a single location, offer automated responses to team questions, and can continue to improve company knowledge over time.
It has an intuitive interface, and teams can use it from within Slack. It integrates seamlessly with most existing tools and workflows and leverages AI-driven knowledge capture. Teams will appreciate the context-rich answers and ease of use when it comes to collaboration.
Guru’s best feature is its ability to respond with accurate, trusted information directly from company sources and into team members’ workflows.
| Pros | Cons |
| It is easy to use. | It can be difficult to find the right and most recent information. |
| It can be a great tool for helping customers. | The layout tools of individual cards are weak. |
| Guru makes it easy to share knowledge and ideas with the community. | The search functionality requires a steep learning curve and is still tough to work with on complex searches. |
2. 1up
We get that featuring out own platform seems biased, but don’t just take it from us. Just listen to what companies like Optimove and Continu have to say about us.
1up is the go-to AI knowledge base when it comes to accurate automated answers.
Our platform centralizes all internal knowledge from company files and then unifies that information in a single location — the knowledge base.
From there, employees can ask individual questions on 1up, or even Slack or MS Teams with an accurate response in seconds. Employees can even upload a questionnaire of any length to be completed in minutes.
The system delivers answers quickly and accurately, with the highest possible security. Plus, 1up’s AI will even improve its answers over time, learning user preferences and training itself with answer upvotes and downvotes.
The best feature of our KM software is its ability to contextualize and provide updated answers without hallucinations, in record time.
| Pros | Cons |
| The platform is easy to use and set up, saving tons of time. | 1up can have a potentially a high price tag for some at this moment. |
| It offers the fastest speed when compared with the competition. | |
| You get automatic knowledge updates for the most up-to-date info all the time. |
3. Bloomfire
Bloomfire is KM software that designs its AI to index all possible content. This includes video, which allows for precise responses even with the most complex searches.
Bloomfire offers a centralized knowledge base and collaborative features. Users can create content from within the platform, including documents, presentations, and videos.
Team members can also integrate Bloomfire with existing business tools like Slack and MS Teams to work from a single workspace.
Bloomfire’s best feature is its comprehensive analytics tool, which provides insights into patterns, popular topics, and where you might need more content. It’s a great, smart search tool for enterprise companies.
| Pros | Cons |
| Bloomfire’s AI-powered search deep-indexes every word in every file. | It can be time consuming to add content to the knowledge base. |
| The platform offers support across content types, including docs and videos. | Users would aren’t able to customize as much as they’d like. |
| Some users find the platform’s features and interface to have a steep learning curve. |
4. HubSpot
HubSpot is the largest content management platform. They combine knowledge management and customer relationship management in one place.
It is specifically designed for sales and marketing teams to grow sales, boost their leads, and improve marketing strategies, among other things. In short, a team can run pretty much all digital aspects of their business through HubSpot.
HubSpot CMS began as a full-service content management system that provides a secure, fast, easy-to-use platform that integrates with your other CRM tools on the larger HubSpot platform.
Its best feature is its holistic approach that offers features beyond a simple knowledge base.
| Pros | Cons |
| The user-friendly interface makes HubSpot accessible to all levels of tech knowledge. | Advanced automation features are typically locked behind higher-tier plans. |
| The all-in-one platform streamlines operations. | Some advanced tools require training to master. |
| AI-powered tools are available for content creation and lead scoring. | The pricing plans can be confusing and out of reach for many small businesses. |
5. Helpjuice
Helpjuice is a customizable help center builder. Businesses can create, organize, and share information with employees, partners, and customers, making it a highly efficient platform from which to work.
The platform is easy to use even for beginners, and it can be customized and tailored to specific needs. Users can import content from other locations, and Helpjuice offers tools to enhance content accuracy.
Helpjuice’s best feature is its customization capability.
| Pros | Cons |
| User-friendly interface that makes the platform easy to use | Limited control over frontend design |
| Customizable options | Pricing can be expensive for larger support teams |
6. ClickUp
Another all-in-one work hub, ClickUp, combines task management with knowledge management. Users can work on shared projects and create, store, and share information within company files.
Users can customize views, workflows, and even rules to fit their business needs. They can also communicate and collaborate efficiently and count on automation for repetitive tasks.
ClickUp’s best feature is its “Everything View, ” which allows users to see all their tasks in one place.
| Pros | Cons |
| The platform offers an excellent editor. | There is no option for engaged customer service. |
| Helpjuice offers a great free plan. | Users often complain about glitchy performance issues and lots of pop-ups on the screen. |
| Helpjuice has versatile automation options to streamline workflows. | Many features need to be added on as extra features, which can become costly. |
7. Notion
Notion is another all-in-one workplace hub often used as a knowledge management system. It helps teams create, organize, and share information and collaborate with other team members. It offers a central hub, a single source of truth for company information.
Within Notion, you can create a wiki system where employees can store and modify company knowledge, policy guides, procedures, and other necessary information. Teams can work together on pages and databases so everyone stays on the same page.
Notions’s best feature is its superior flexibility and customization features. Users can create tailored workspaces for their tasks and projects.
| Pros | Cons |
| The free version available offers customers a wide range of options and flexibility. | The extensive features available and the layout can be overwhelming for new users. |
| Notion combines note-taking, project management, and database features in a single interface. | Notion’s task management is not robust enough for thorough project management. |
| Real-time collaboration and easy sharing make this tool great for team projects. | Poor search functionality which makes it very difficult to find the right knowledge. |
8. Glean
Glean is a KM software platform that leverages AI-powered search for enterprise companies. Teams can find, understand, and manage information.
Employees get fast access and improve productivity. Glean uses AI to perform relevant and contextual searches across internal systems like Google Workspace, Slack, Salesforce, and MS 365.
Teams can create structured collections of data, track projects, and share knowledge from within a unified platform. They can also take advantage of a digital workplace AI assistant.
Glean’s best feature is its AI-powered, unified search for delivering personalized answers quickly.
| Pros | Cons |
| Glean offers instant, context-aware answers beyond simple search results. | Glean tends to hallucinate, generating inaccurate or misleading information. |
| AI recommendations streamline knowledge access and improve efficiency. | The index-heavy approach can create copies of sensitive data and increase the risk of security breaches. |
| Glean integrates with many enterprise tools like Slack, Google Workspace, and Salesforce. | As the index grows, Glean’s performance tends to degrade, slowing it down and making it less efficient. |
9. Confluence
Popular for larger teams, Confluence is a web-based corporate wiki workspace designed to facilitate knowledge sharing and collaboration on modifications.
Confluence also allows for the full range of content creation and sharing, like documents, meeting notes, plans, videos, images, and more.
Confluence acts as a central hub for teams to promote better communication. Users can create and edit pages hierarchically, like a wiki page.
Confluence’s best feature is its extensive template library.
| Pros | Cons |
| Confluence is great at organizing and storing information, making it a great knowledge base. | The software can get very expensive for larger companies. |
| It has a highly intuitive user interface that’s easy to use for even the least knowledgeable beginners. | If not managed effectively, the sheer volume of information can be overwhelming for users. |
| Some features may require excessive training to understand, making it time consuming. |
10. Tettra
Tettra is a Slack-integrated Knowledge Management software platform. It helps teams create, organize, and share company information. It offers a centralized knowledge base with AI-powered search and content verification workflows.
This platform makes it easier for teams to collaborate and reduce repetitive questions. It also ensures knowledge is updated continuously and always accurate.
Tettra’s best feature is its ability to integrate seamlessly with Slack, so users can instantly answer team questions from within company files.
| Pros | Cons |
| Tettra is designed to be easy to use, so it’s perfect for teams who need a quick knowledge base. | The editor is more basic than the competition, so you may not get great formatting options. |
| Tettra integrates with Slack and MS Teams, so users can access and share knowledge. | Tettra cannot scale to meet the needs of larger, more complex companies. |
| Tettra offers a free plan for up to 10 users, so it’s great for small teams. | Because it’s designed for internal use, it’s not the best for customer facing knowledge base use. |
Automate Your Knowledge with the Right Tool Today
Is your sales team constantly getting asked product questions? Check out the 1up demo to see how we can help.
Do your teammates distract each other in Slack or other chat channels? 1up or Guru are ideal solutions to this problem.
- Are you dealing with a high volume of customer support? Intercom or Hubspot are perfect for soothing this overwhelm.
- Are you filling out questionnaires or RFPs? 1up will get that job done for you faster.
- Are you looking for more project management driven knowledge? Confluence and Clickup are great places to start.
Are you struggling to train and onboard new employees? 1up or Notion will streamline that process.
The bottom line? If you’ve got a knowledge management issue, there’s at least one tool designed to help.
