HR & Engagement Writer
1
8 Best Knowledge Management Software & Platforms for 2024
7 min read
Published: Apr 19, 2023
Revised on: Mar 1, 2024
Here’s our curated shortlist and our reasons for liking each company; please click into each company to get more details:
- Notion
- Customizable and flexible workspace - Many reviewers liked how they could customize Notion to their specific needs and workflow. The ability to create personalized templates, databases, pages etc. makes Notion adaptable.
- All-in-one platform - Multiple reviewers liked that Notion consolidates notes, tasks, docs etc. in one place instead of multiple apps. This centralization and ability to integrate other tools is a major pro.
- Collaboration features - Notion's real-time collaboration, ability to share pages and assign tasks makes project management and teamwork much easier according to reviews.
- User-friendly interface - Most reviewers found Notion intuitive and easy to use with a clean interface. The drag-and-drop functionality also makes it user-friendly.
- AI capabilities - Several reviewers specifically praised Notion's AI integration that helps with content generation, task automation and improving productivity.
- Monday.com
- Easy to use and intuitive interface. Many reviewers mentioned how user-friendly Monday.com is.
- Visual project management. Reviewers liked the ability to visualize workflows and track progress through boards and timelines.
- Enhanced team collaboration. Monday.com facilitates task assignment, communication, and real-time updates to improve collaboration.
- Customizable boards and workflows. Users appreciated the ability to fully customize boards and automations to match their needs.
- Centralized hub. Storing all project information and files in one centralized place made managing projects easier.
- ClickUp
- Flexible and customizable features allow users to tailor ClickUp to their specific needs and workflows.
- Intuitive and user-friendly interface makes it easy to navigate and manage tasks and projects.
- Robust collaboration tools like comments, chat, and assign mentions facilitate team communication and coordination.
- Multiple task views like list, board, Gantt chart provide flexibility to organize tasks.
- Integration with common tools like Google Drive, Slack improves workflows.
- Assembly
- Easy to use and intuitive interface. Many reviews mentioned Assembly is simple, easy to navigate, and user-friendly.
- Good customer support. Reviews mentioned Assembly's support team is responsive in resolving issues.
- Rewards redemption process is smooth. Users liked the gift card and other reward options that can be redeemed with points.
- Integrates well with Slack and Microsoft Teams. The integration makes giving recognition quick and seamless.
- Good for employee recognition and engagement. Reviews highlighted Assembly's peer-to-peer recognition features that help boost employee morale.
- Document360
- Easy to use and intuitive interface
- Powerful search capabilities
- Ability to customize and brand the knowledge base
- Solid analytics and reporting features
- Good customer support
The future of work is shaping up in exciting ways.
Today, you can manage a successful business by building and shipping products with employees scattered across the world. This means your business stands a good chance of expansion by attracting top talents.
At the same time, dealing with the growing lists of guides, documents, and resources that come with expansion can quickly become a nightmare. Well, unless you’ve got the right knowledge management tools to support your growth.
Knowledge management software is a handy tool that allows teams and employees to access, organize, and share useful information. That information is often the missing key your employees need to reach a goal, collaborate better, or make informed decisions. Investing in the best knowledge management software is a smart move for businesses looking to grow well into the future.
We're sharing the top knowledge management tools to help you sustain your business growth.
What Is Knowledge Management Software?
Knowledge management software is a tool that enables teams and employees to access, organize, and share valuable information within an organization. It helps improve:
- Collaboration
- Decision-making
- Productivity
How Can Knowledge Management Software Benefit My Business?
Knowledge management software offers several benefits for businesses. It allows for:
- Easy access to critical information
- Promotes knowledge sharing and collaboration among teams
- Improves decision-making by providing relevant insights
- Boosts productivity by reducing time spent searching for information
- Supports business growth by harnessing the collective knowledge of employees
Which Are the Best Knowledge Management Software Platforms?
The top knowledge management software platforms are:
- Assembly
- Document360
- ClickUp
- Monday.com
- Bloomfire
- Zendesk
- Confluence
- Notion
How Much Does Knowledge Management Software Cost?
The cost of knowledge management software varies depending on the platform and the specific features and functionalities you require. Prices can range from free plans for limited usage or small teams to paid plans that offer more advanced features and scalability. It's recommended to check the pricing details on the respective software provider's website for accurate and up-to-date information.
Can Knowledge Management Software Integrate With Other Tools or Platforms?
Yes, most knowledge management software platforms offer integrations with other tools and platforms commonly used in businesses, such as:
- Project management tools
- Communication tools
- Customer support systems
8 Best Knowledge Management Tools
Pricing
$8.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Notion's knowledge management platform works as a connected workspace. Your organization’s knowledge, including projects, product roadmaps, docs, and wikis, all come together under Notion, wrapped in a clean user interface. Notion is famous for its flexible approach to interacting with information. Your teams can import images, build lists, visualize, and filter multiple knowledge bases. Guidance for new hires? Check. Product teams updated on features and changes? Check. Are employees making informed decisions? Double-check — all thanks to Notion.
Key Features:
- Cuts costs by combining various knowledge management tools into one platform
- Customizable to provide the best view for your workflow
- Access to relevant guides to help you maximize its best knowledge management features
- Try a full demo here
Something to Note:
- The free plan offers only 5MB of storage for file uploads
User Review:
Pros
- Customizable and flexible workspace - Many reviewers liked how they could customize Notion to their specific needs and workflow. The ability to create personalized templates, databases, pages etc. makes Notion adaptable.
- All-in-one platform - Multiple reviewers liked that Notion consolidates notes, tasks, docs etc. in one place instead of multiple apps. This centralization and ability to integrate other tools is a major pro.
- Collaboration features - Notion's real-time collaboration, ability to share pages and assign tasks makes project management and teamwork much easier according to reviews.
- User-friendly interface - Most reviewers found Notion intuitive and easy to use with a clean interface. The drag-and-drop functionality also makes it user-friendly.
- AI capabilities - Several reviewers specifically praised Notion's AI integration that helps with content generation, task automation and improving productivity.
Cons
- Steep learning curve - Many reviewers cited Notion's vast features and customization options lead to a steep learning curve for new users.
- Performance issues - Some reviewers experienced slow loading times and lags especially when working with large databases and content-heavy pages.
- Mobile limitations - The mobile app has some limitations compared to desktop per some reviewers, making the experience less seamless.
- Pricing model - Notion's pricing especially for additional features and storage upgrades was seen as expensive by certain reviewers.
- Dependency on internet - Lack of solid offline functionality was cited as a drawback by some reviewers.
Pricing
$8.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Monday.com’s website assures you that traditional knowledge management systems don’t stand a chance against its work docs. This powerful knowledge management platform is confident it will transform your employees’ abilities to deliver on their business goals in three significant steps. First is organizing the company’s wealth of knowledge, so even remote teams have access to the right resources. Next, Monday's work docs connect growing teams across the company to a single knowledge base so each employee is aligned on the company goals. Finally, it pushes your business to the next level by allowing you to create new workflows from shared ideas.
Key Features:
- Has unparalleled reporting and analytics functions
- Comes with flexible and customizable options to suit your specific company needs
- An intuitive dashboard to keep stakeholders on top of everything happening in the company
Something to Note:
- The free plan doesn’t include your favorite work integrations
User Review:
Pros
- Easy to use and intuitive interface. Many reviewers mentioned how user-friendly Monday.com is.
- Visual project management. Reviewers liked the ability to visualize workflows and track progress through boards and timelines.
- Enhanced team collaboration. Monday.com facilitates task assignment, communication, and real-time updates to improve collaboration.
- Customizable boards and workflows. Users appreciated the ability to fully customize boards and automations to match their needs.
- Centralized hub. Storing all project information and files in one centralized place made managing projects easier.
Cons
- Steep learning curve. Some reviewers found the initial setup and learning process time-consuming and complex.
- Limitations of free plan. Key features like automations are only available on paid plans.
- Integration issues. Some users faced challenges integrating Monday.com with other tools they use.
- Slow performance. A few reviewers complained about occasional lagging or platform slowness with heavy usage.
- Price. Monday.com's pricing model makes it cost prohibitive for larger teams to use all features.
3
ClickUp
Pricing
$7.00 per user/month
- Free version
- No Seat Minimum
ClickUp’s knowledge base software excels at transforming your docs into useful workflows. A typical day in your employee's life as a ClickUp user looks like this: First, they launch the suite of knowledge management tools from ClickUp. Next, they get busy creating relevant wikis, collaborating on remote projects, building new workflows, organizing their work, and sharing valuable insights across the company. Finally, they close their day, having worked more efficiently and saved your company valuable time.
Key Features:
- Provides rich formatting features for content. This way, your content will be preserved exactly as intended
- Provides a Chrome browser extension to enhance the documentation and knowledge management process
Something to Note:
- The numerous features can overwhelm new hires who need to familiarize themselves with the knowledge base software.
User Review:
Pros
- Flexible and customizable features allow users to tailor ClickUp to their specific needs and workflows.
- Intuitive and user-friendly interface makes it easy to navigate and manage tasks and projects.
- Robust collaboration tools like comments, chat, and assign mentions facilitate team communication and coordination.
- Multiple task views like list, board, Gantt chart provide flexibility to organize tasks.
- Integration with common tools like Google Drive, Slack improves workflows.
Cons
- Steep learning curve due to overwhelm from number of features and configuration options.
- Occasional bugs, glitches and performance issues hamper user experience.
- Mobile app lacks some functionality compared to web/desktop.
- Limitations of free version like number of tasks, features restricted.
- Difficulty finding specific help documentation among extensive support content.
4
Assembly
Pricing
$2.80 per user/month
- Free version
- Free trial available
- Seat Minimum: 1 User
If you’re keen on a web-based knowledge management software to support your business growth, Assembly promises “you’ll be in great company.” This seems likely, with features like a unified knowledge base as a single source of truth, idea management templates to keep the problem-solving juices flowing, and a personalized search experience to elevate the knowledge management process. Equipped with these fundamental tools, your teams can spend more time completing tasks and connecting with company goals.
Key Features:
- Internal wiki works alongside 200+ templates as part of a suite of knowledge management solutions
- Easily add, remove, or change information in the knowledge base as your business evolves
- Easy for everyone to participate and keep information accurate and contextual
Something to Note:
- The version history feature is not available on the free plan
User Review:
Pros
- Easy to use and intuitive interface. Many reviews mentioned Assembly is simple, easy to navigate, and user-friendly.
- Good customer support. Reviews mentioned Assembly's support team is responsive in resolving issues.
- Rewards redemption process is smooth. Users liked the gift card and other reward options that can be redeemed with points.
- Integrates well with Slack and Microsoft Teams. The integration makes giving recognition quick and seamless.
- Good for employee recognition and engagement. Reviews highlighted Assembly's peer-to-peer recognition features that help boost employee morale.
Cons
- Limitations in analytics and reporting features. Some reviews wanted more detailed analytics and user statistics.
- Creating flows and automations can be tricky. Reviews noted workflows and automations are sometimes hard to setup.
- Limited customization options for recognitions. Users wanted more ways to customize recognitions with images/GIFs.
- Lack of mobile apps earlier on. Reviews mentioned lack of mobile apps made it hard to use when not by a computer.
- Confusion due to branding changes. Reviews noted frequent name changes of the reward units was confusing initially.
Pricing
$49.67 per user/month
- Free version
- Free trial available
- No Seat Minimum
Document360 recognizes that employees and customers would use an online knowledge management platform if it were available and suited to their needs. In fact, 91% of survey respondents confirm this. That’s why Document360 has gone beyond building a customer self-service to offering internal knowledge management software for employees. For instance, your growing business might have sales or development processes that frequently change according to the client's needs. This knowledge management tool allows you to edit content, update knowledge, and empower your employees with the most recent and relevant information for business success.
Key Features:
- You can measure the performance of your shared content and spot non-performers
- You can store knowledge in multiple local languages, so no team member is left in the dark
- Try a full demo here
Something to Note:
- Integration with advanced tools like Platform API requires technical knowledge
User Review:
Pros
- Easy to use and intuitive interface
- Powerful search capabilities
- Ability to customize and brand the knowledge base
- Solid analytics and reporting features
- Good customer support
Cons
- Occasional bugs and performance issues
- Limitations with design flexibility
- Steep learning curve for some users
- Missing some key integrations
- Pricing model can get expensive at higher tiers
Pricing
$25.00 per user/month
- No Seat Minimum
A knowledge management system like Bloomfire is a significant first step to uncovering the wealth of knowledge your employees bring to the organization. That’s because Bloomfire focuses on making the experience of sharing and searching for knowledge as straightforward as possible throughout your company. The functions of Bloomfire’s knowledge management product allow you to capture, control, discover, secure, and curate valuable company knowledge and insights for smarter decision-making.
Key Features:
- Has AI-powered search to bring you the information you need faster
- Resource hub has a sea of helpful knowledge management resources
- Provides a state-of-the-art security system for keeping information safe
- Try a full demo here
Something to Note:
- There are no free plans available
User Review:
Pros
- Easy to use and intuitive interface
- Powerful search capabilities make finding information quick and easy
- Ability to easily create, organize, and share content
- Fosters collaboration through features like commenting and notifications
- Integrates well with other tools like Slack, Salesforce, etc.
Cons
- Can be difficult to navigate with large amounts of content
- Limitations around customizing the interface
- Mobile app needs improvement
- Steep learning curve for some users
- Pricing model changes made scaling usage challenging
7
Zendesk
Pricing
$19.00 per user/month
- Free trial available
- No Seat Minimum
Zendesk shines as the champion of Do-It-Yourself service. A common practice for customers and employees is to attempt to solve their problems by themselves anyway. That’s why Zendesk built a knowledge management software that organizes and offers helpful articles when needed to complement this behavior. One thing you might notice with Zendesk’s knowledge base software is that your employees can perform their jobs faster, as they now have access to the right resources.
Key Features:
- HR teams can create content to support employees with zero engineering input
- Provides a modern user interface that improves the employee experience
- Create and update reusable content which will live across various articles at once
Something to Note:
- Multiple user reviews mentioned lackluster customer support from Zendesk
User Review:
Pros
- Easy to use and intuitive interface. Many reviewers mentioned that Zendesk is easy to navigate and has a simple, user-friendly interface. This makes it easy for agents to manage tickets and provide customer support.
- Powerful customization options. Zendesk offers extensive customization capabilities through triggers, automation, apps, and integrations. This allows businesses to tailor the platform to their specific needs.
- Robust reporting and analytics. The reporting and analytics capabilities provide valuable insights into support operations and agent performance. This helps optimize customer service processes.
- Omnichannel support. Zendesk enables managing customer interactions across multiple channels like email, chat, social media, etc. from one unified platform.
- Self-service options. The knowledge base and community forum allow customers to find answers themselves, reducing the need for direct support.
Cons
- Expensive pricing. Many reviews cited the pricing plans as being expensive, especially for small businesses.
- Complex setup and configuration. Customizing and optimizing Zendesk can be difficult and time-consuming, requiring technical expertise.
- Integration limitations. While Zendesk offers many integrations, some users faced issues finding integrations with specific tools they needed.
- Poor customer support. Numerous reviewers complained about slow, unhelpful responses from Zendesk's own customer support team.
- Clunky interface. Some users found certain interfaces like the reporting dashboard confusing and unintuitive to navigate.
Pricing
$5.75 per user/month
- Free version
- Free trial available
- Seat Minimum: 10 Users
Confluence is a knowledge management system for teams of all sizes who want to find information and solve problems quickly. Created by Atlassian, the company responsible for Jira, Confluence provides useful knowledge management templates like How-to articles and troubleshooting articles to help your business build an extensive knowledge base. Employees and teams can create and organize endless pages to cover their documentation needs. These days, Confluence has taken knowledge management further with real-time editing and commenting, so your teams can innovate and move the business forward.
Key Features:
- Hooks up seamlessly with Google, Slack, and other third-party apps
- Teams can access and share information on the go with its mobile app
- Has custom permission settings for safeguarding sensitive business information
Something to Note:
- The knowledge management user interface can feel cluttered to a newcomer
User Review:
Pros
- Easy collaboration and knowledge sharing - Confluence makes it easy for teams to collaborate on content and share knowledge in one centralized platform.
- Integration with other tools - Seamless integration with other Atlassian products like Jira streamlines workflows.
- Content organization - Confluence provides ways to organize content in spaces, pages, and hierarchies that make information easy to find.
- Customization - The platform is highly customizable with themes, templates, and add-ons to fit specific needs.
- User-friendly interface - Most reviews mentioned Confluence's intuitive user interface and easy content creation.
Cons
- Steep learning curve - Many noted Confluence has a steep learning curve, especially for new users.
- Clunky formatting - Reviews cited issues with formatting content and working with tables.
- Slow performance - Several reviews mentioned slow load times and laggy editing, especially with large pages.
- Confusing navigation - Finding content can be difficult with confusing organization and search.
- Expensive pricing - Many noted Confluence's pricing plans are expensive, especially for smaller teams.
Conclusion
First impressions matter, so providing a database of useful guides, relevant resources, and a knowledge management system will help your new hires settle into their roles. Laying this groundwork is essential for new hires to evolve into indispensable employees. Using knowledge management software will let them capture new ideas and share relevant information at the click of a mouse. Consider your business goals, priorities, and your employees' needs when choosing the right knowledge management tools for your business as the right platform will transform your teams into well-oiled machines working efficiently to enhance your growing business.
