9 Best Knowledge Management Software for Your Business

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Ditching the traditional paper filing system and utilizing knowledge management software can significantly benefit your business. Not only does it improve organization, but these solutions also facilitate collaboration and communication among team members. 

That’s why we’ve gathered a list of the top 9 knowledge management software solutions for businesses. Here are some of the top-rated options for knowledge management software:

Introduction to the Concept of Knowledge Management

Knowledge management is creating, sharing, using, and managing an organization’s information and knowledge resources. This includes both digital documents and expertise held by individuals.

The main goal of knowledge management is to improve efficiency and innovation by ensuring that the correct information and expertise are available to the right people at the right time. Effective knowledge management also helps to foster a learning culture within an organization, as employees are encouraged to share and build upon their knowledge.

Choosing the right knowledge management software is crucial for successfully implementing a knowledge management strategy. There are various options available on the market, each with its unique features and capabilities.

Reviews of Best Knowledge Management Software

Monday.com

Overall Best Knowledge Management Software

Monday.com is a cloud-based Work OS that offers a range of features to help teams plan, manage, and collaborate on projects. The platform provides customizable workflow templates, time tracking, automation, dashboards, and integrations with popular tools and apps.

Monday.com’s visual and intuitive interface creates a collaborative environment where team members can assign tasks, set deadlines, communicate in real time, and share files.

The platform also offers a variety of productivity features to simplify workflows and optimize time and resource management. Overall, this is a top choice for teams looking for a comprehensive project and portfolio management solution.

Features

  • Centralized file storage
  • Automated processes
  • Advanced search capabilities
  • Integration with external data sources
  • Collaborative workspace for team members to access and share information.

Pricing

  • Free plan
  • Basic plan: $8/seat/month
  • Standard plan: $10/seat/month
  • Pro plan: $16/seat/month
  • Enterprise: Get a quote.

Pros

  • Easy collaboration
  • Customizable automation
  • Tracking project progress
  • Drag and drop feature

Cons

  • Limited info boxes and text formatting
  • Lack of customization for reports
  • Confusing layout.

Document360

Best for Managing Knowledge Base Content

Diving deeper into Document360‘s capabilities, the solution offers version management and rollback options, allowing users to track changes made to their knowledge base content and revert to a previous version if necessary.

Additionally, the AI-powered search function improves the end-user experience by providing more accurate search results within the knowledge base. With custom domain mapping, users can match their knowledge base with their brand identity by using a custom domain.

Internal commenting allows for seamless collaboration amongst teammates, and preview functionality lets users see what their content will look like before publishing it.

Features

  • Collaborative document management, including version control and commenting
  • Customizable knowledge bases for customers or employees
  • Integration with third-party help desks, chatbots, and translation services
  • Advanced analytics to track user engagement and content performance
  • User roles and permissions for managing team access and editorial workflow

Pricing

  • Free plan
  • Start-up plan: $99/project/month
  • Business plan: $249/project/month
  • Enterprise plan: $499/project/month

Pros

  • Detailed user controls
  • Excellent support
  • Rapid introduction of new features

Con

  • Lack of a spell-check feature

Zendesk

Best for Managing Customer Interactions

Zendesk is a leader in managing customer interactions, offering comprehensive support for communication channels such as email, phone, chat, social media, and more.

With easy-to-use reporting and analytics capabilities, Zendesk helps teams track performance and make data-driven decisions to improve overall customer experience.

Businesses using Zendesk have seen significant increases in customer satisfaction and agent productivity, making it a top choice for managing customer interactions.

Features

  • Integrated ticketing system
  • Messaging and live chat software
  • Community forum software
  • AI and chatbot capabilities

Pricing

  • Suite team plan: $49/agent/month
  • Suite growth plan: $79/agent/month
  • Suite professional plan: $99/agent/month

Pros

  • Feature-rich capabilities
  • Multilingual availability
  • Integration with various communication channels.

Cons

  • Poor customer service

ProProfs Knowledge Base

Best for Creating Online Documentation

ProProfs Knowledge Base allows for complete control over accessibility, allowing users to make their knowledge base public or private through Single Sign-On and password controls. The software offers a variety of templates to help the structure and design of articles, as well as the ability to import existing files.

In addition, ProProfs Knowledge Base offers advanced features such as 100+ settings and integrations, detailed reports, and user management. These features make it a valuable tool for boosting customer support, knowledge management, and team collaboration efforts.

Features

  • Content authoring
  • Branding and customization
  • User management
  • Security and Compliance
  • Delightful user experience
  • Reports and analytics

Pricing

  • Free plan
  • Essential plan: $2/user/month
  • Premium plan: $3/user/month

Pros

  • Comprehensive FAQ section
  • Variety of templates for different knowledge bases
  • It helps enhance employee skills and understanding

Cons

  • Lags on android devices
  • Challenging to manage landing pages.

Helpjuice

Best for Managing Business of All Sizes

Helpjuice is a powerful tool for businesses of all sizes to centralize and manage their knowledge base. With customizable options for branding, role-based permissions, and search functionality, Helpjuice allows companies to quickly access and share important information.

The ability to track top contributors also helps identify the company’s most valuable sources of knowledge. Additionally, by allowing customers to self-serve and solve their doubts and issues, Helpjuice can significantly improve a company’s customer service.

Features

  • Customizable branding options
  • Role-based permissions
  • Advanced search functionality
  • Ability to track top contributors
  • Self-service for customers to solve their own issues and improve customer service
  • Easy text formatting and uploading of images, videos, etc.
  • Structured content with categories and folders

Pricing

  • Starter plan: $120/month
  • Run-up plan: $200/month
  • Premium limited: $289/month
  • Premium unlimited: $499/month

Pros

  • Simple and straight-to-the-point “help center” solution
  • Increase in retention
  • Easy installation and training
  • No messaging support needed

Cons

  • Constant pop-up in the dashboard.

Confluence

Best for Team Collaboration

Confluence is an excellent tool for team collaboration, as it allows users to create and share content easily. The solution’s knowledge management module provides a centralized repository for accessing and searching relevant information.

Confluence also limits access to confidential data, allowing managers to collaborate within closed groups.

Features

  • Team collaboration and sharing of content
  • Centralized repository for knowledge management
  • Restriction on access to confidential data
  • Up to 2GB file storage
  • Ability to integrate with third-party apps
  • Page tree organization
  • Best practice templates
  • Page versioning and tracking of changes

Pricing

  • Free plan
  • Standard plan: $5.75/user/month
  • Premium plan: $11/user/month
  • Enterprise plan: Custom pricing (billed annually)

Pros

  • Easy to set up
  • Rich features, including documentation functionality
  • It helps create a thriving knowledge base and intranet

Cons

  • Limited page editing capabilities
  • Poor text-based search function
  • Difficulties with exporting as PDF
  • Confusion around Actions vs. Jira issues.

Scribe

Best for Managing Internal and External Knowledge Management

This tool is perfect for managing both internal and external knowledge management. With the ability to create step-by-step instructions and easily share them, Scribe streamlines the process of disseminating important information within a company or to customers.  If a process changes, it’s simple to update the guide for anyone with access to it.

Features

  • Task management
  • Workflow configuration
  • Creation of step-by-step guides
  • Ability to embed guides within knowledge bases, wikis, CMS, or project management tools
  • Automated screenshot highlighting

Pricing

  • Free plan
  • Pro plan: $23/month
  • Enterprise plan: Custom pricing

Pros

  • Easy to share and update information
  • Ability to embed guides in various tools
  • Task management and workflow configuration features

Cons

  • More expensive than some other options
  • Limited integrations with third-party tools compared to competitors.

Guru

Best for Managing Marketing Team and Sales

Frequently, sales and marketing teams need help finding the most updated information or having access to all of the necessary resources. This can lead to better communication and opportunities. However, Guru offers a solution by organizing information and making it available across different platforms.

Not only does this streamline communication within the team, but it also cuts down on time wasted searching for information. Guru provides managers with analytics to track content usage and adoption rates, further improving team efficiency.

Features

  • Collection and board organization
  • Browser extension for access on any platform
  • Slack integration for capturing information in real-time
  • Capturing data from various sources
  • Transforming information into knowledge
  • Delivering knowledge to employees where they need it most.

Pricing

  • Free plan
  • Starter plan: $5/user/month
  • Builder plan: $10/user/month
  • Expert plan: $20/user/month

Pros

  • Simple to use
  • Good for new team members
  • Easy integration with third party apps like Slack 

Cons

  • Search functionality can be weak with a large amount of information
  • Limited access to the trial version
  • Inefficient layout tools for individual cards.

Helpcrunch

Best for Teams That Work With Slack

A top feature of Helpcrunch is its integration with Slack, making it an excellent solution for teams who already use the popular communication platform. The integration allows customer conversations to be easily managed and shared among team members.

Helpcrunch also offers email marketing automation tools, allowing businesses to create and send personalized email campaigns to their customers or leads. This helps sales and marketing teams stay in touch with their contacts and generate more conversions.

On top of live chat and email marketing, Helpcrunch also offers a help desk feature for managing customer support requests. This allows for efficient organization and prioritization of support tickets, helping improve overall customer satisfaction.

Features

  • Customizable chat widget
  • Automated messaging and triggers
  • Knowledge base for self-service support
  • Mobile apps and SDK for on-the-go communication
  • Integration with major CRM and marketing platforms
  • Multi-channel support, including email, live chat, and in-app messaging
  • Advanced reporting and analytics

Pricing

  • Basic plan: $12/month
  • Pro plan: $20/month
  • Enterprise plan: Custom pricing option

Pros

  • Exit pop-ups are a game changer
  • Email marketing feature helps keep customers engaged
  • Constant development and good support

Cons

  • No Windows app to support HelpCrunch
  • Issues with notifications on the phone
  • The widget looks harsh on the PC
  • After stopping using the product, it takes a long time to get a refund.

Buyer’s Guide For the Best Knowledge Management Software

With so many knowledge management software options on the market, it’s essential to consider all aspects of your organization’s needs before making a decision. This buyer’s guide will help you evaluate and choose the best knowledge management software for your specific needs.

Document Storage and Organization

First, consider the document storage and organization capabilities of the software. Can it easily store and categorize documents, including PDFs, videos, and images? Can users search for specific documents or filter by categories or tags? Is there a way to track document versions and updates?

For example, Monday.com allows unlimited document storage and organization through custom categories and tags. Documents can be easily searched for and filtered, and version control is also available.

Collaboration Tools

Next, look at the collaboration features of the software. Can multiple users edit documents at the same time? Is there a way for users to communicate and provide feedback on documents? Can tasks and projects be tracked and managed within the software?

Confluence offers robust collaboration tools, including real-time editing, commenting capabilities, and project management features.

Search Functionality

Another critical aspect of knowledge management software is its search functionality. This lets users quickly find the information they need, improving productivity and efficiency.

Take Helpjuice, for example. It features a google-like search engine that can search through content titles, tags, and even the content itself. Users also have the option to filter their search results by category, making it even easier to find exactly what they need.

Integrations With Other Systems

Lastly, consider choosing software that ensures your company’s information stays unified and easily accessible.

Helpcrunch is a knowledge management platform that offers integrations with popular customer support tools such as CRM systems like Slack. This allows for seamless communication between departments and a more streamlined workflow.

FAQs on the Best Knowledge Management Software

What Is Knowledge Based Software?

Knowledge-based software is a tool that helps companies store and organize their essential information in one central location, making it easily accessible for all employees.

What Are the Benefits of Using Knowledge Base Software?

Some benefits include improved team communication and collaboration, increased productivity, streamlined customer support processes, and enhanced knowledge sharing.

What Are the 3 Major Knowledge Management Systems?

The three major knowledge management systems are enterprise-wide knowledge management systems, knowledge work systems, and intelligent techniques.

What Tools Can Be Used for Knowledge Management?

Tools for knowledge management can include intranet software, project management software, document management software, and customer support software.

Conclusion

Determining the best knowledge management software for your organization ultimately depends on your specific needs and preferences. However, user-friendliness, integrations with other platforms, and cost are essential factors.

After thorough research and testing, we highly recommend Monday.com and Helpjuice as the best knowledge management software options. Both platforms offer intuitive designs and a wide range of features to organize and share information within your team effectively.

Plus, both offer affordable pricing plans for businesses of all sizes. Give them a try to streamline your knowledge management processes.

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