9 Best Knowledge Management Tools & Software for Businesses(2025)

knowledge management tools Knowledge management software

Knowledge Management Tools for Refining Organizational Knowledge

Enhance overall organizational efficiency with KM software that enables the team to access and contribute to collective knowledge.

Improved Decision-Making

Provide your team with access to organized and relevant information for making more informed decisions. Using knowledge management tools leads to better strategic choices and outcomes.

Increased Efficiency & Productivity

Significantly reduce redundancy, streamline processes and minimizes duplication of efforts with the best knowledge management software. It further leads to increased operational efficiency and productivity.

Better Employee Performance

KM tools provide team members access to the shared knowledge resources, training materials, and expertise. It improves your employee skills and performance, contributing to individual growth.

Enhanced Collaboration and Communication

Promote collaboration by facilitating communication and knowledge sharing among team members, departments, distributed teams with a well richly featured knowledge management software.

Knowledge management (KM) tools have emerged as powerful allies in capturing, organizing and sharing valuable information within organizations. These digital solutions streamline the process of collecting and disseminating knowledge, ensuring that employees have access to the right information at the right time.
From sophisticated document management systems to collaborative wikis and AI-powered search engines, the landscape of knowledge management software is ever-evolving. These platforms not only centralize information but also foster a culture of continuous learning and innovation.
We’ll explore some of the most effective knowledge management platforms available and discuss how they can transform the way your organization handles its intellectual capital.

1 Knowledge Management Tools for Refining Organizational Knowledge
2 What are Knowledge Management Tools?
3 Comparison Chart for 9 Best Knowledge Management Platforms
4 Key Features of Knowledge Management Software
5 9 Best Knowledge Management Tools and Software For Businesses
6 Types of Knowledge Management Platforms
7 How to Choose the Right Knowledge Management Software?
8 Why are Knowledge Management Tools Important?
9 Empowering Organizations Through Effective KM System
10 Scale Your Conversations with Omni24’s Digital Customer Experience Platform
11 FAQs about Knowledge Management Tools

What are Knowledge Management Tools?

Knowledge management software are applications systems designed to help organizations create, organize, store, share and utilize knowledge effectively. These KM tools aim to improve the efficiency of knowledge-related processes within an organization.

The value of Knowledge management tools lies in their ability to transform individual insights into collective intelligence. Centralizing information helps prevent knowledge loss, fosters a culture of continuous learning, and drives innovation. Organizations that effectively utilize KM tools can enhance their competitive advantage by leveraging their intellectual capital.

Key objectives:

Centralization of knowledge: Create a unified repository for all organizational information.
Improved accessibility: Make information easily searchable and available to employees when needed.
Knowledge preservation: Retain critical information and expertise, especially when employees leave.
Collaboration enhancement: Facilitate knowledge sharing and teamwork across departments.
Efficiency increase: Reduce time spent searching for information and avoiding duplication of efforts.

Comparison Chart for 9 Best Knowledge Management Platforms

Knowledge management software is essential for businesses looking to effectively store, share information and knowledge within their teams. Here’s the comparison chart for you to consider.

Software	Key Features	Price	Trial
Omni24	AI-powered content suggestions Multi-channel integration Customizable workflows Real-time analytics Collaborative authoring	Starting at $29/user/month	14-day free trial
Veemo	Video knowledge sharing Searchable transcripts Integration with existing tools Analytics and insights Secure access controls	Starting at $19/user/month	14-day free trial
Zendesk Guide	AI-powered content curation Multilingual support Customizable themes	Starting at $49/agent/month	30-day free trial
Guru	AI-powered suggestions Browser extension Slack and MS Teams integration	Starting at $5/user/month	14-day free trial
Notion	Flexible workspace structure Collaborative editing Database functionality	Free plan available Team plan: $8/user/month	Free plan available
Bloomfire	AI-powered search Content curation tools Customizable homepage	Custom pricing	Demo available
Tettra	Q&A format option Slack and MS Teams integration Smart suggestions	Starting at $8.33/user/month	14-day free trial
Helpjuice	Customizable knowledge base Advanced search capabilities Collaboration tools	Starting at $120/month for 4 users	14-day free trial
Evernote Business	Note-taking and sharing Document scanning Team collaboration spaces	$14.99/user/month	30-day free trial
ProProfs Knowledge Base	Customizable templates Version control Multi-language support	Starting at $30/month	15-day free trial

Key Features of Knowledge Management Software

Deploying top knowledge management tools help streamline processes, increase productivity, and ensure that valuable information is easily accessible to those who need it.

1. Centralized Knowledge Repository

A centralized knowledge repository serves as a single source of truth for all organizational information. It allows employees to easily access, store, and manage documents, resources, and insights. This feature enhances knowledge retention and ensures that valuable information is readily available, promoting consistency and informed decision-making across the organization.

2. Search Functionality

Having robust search functionality is essential for quickly locating relevant information within the knowledge management system. Advanced search capabilities, such as filters and keyword suggestions, enable users to find specific documents or topics effortlessly. It enhances efficiency by reducing time spent searching for information and allowing employees to focus on their tasks.

3. Collaboration Tools

Collaboration tools facilitate communication and teamwork among employees, enabling them to share insights, ideas, and feedback seamlessly. Features such as discussion forums, real-time editing, and project management integration foster a collaborative culture, allowing teams to work together effectively, brainstorm solutions, and build on each other’s knowledge to drive innovation.

4. Version Control

Version control ensures that users can track changes to documents and revert to previous versions if needed. It is crucial for maintaining the integrity of information, as it prevents confusion arising from multiple document iterations. Version control enhances accountability and transparency, allowing teams to collaborate confidently without losing valuable insights.

5. Knowledge Sharing

Knowledge sharing features promote the dissemination of information and best practices across the organization. Tools such as wikis, forums, and blogs encourage employees to contribute their expertise and learn from one another. Suh culture of sharing enhances collective intelligence and drives continuous improvement, fostering a more knowledgeable workforce.

6. Analytics and Reporting

Analytics and reporting features provide insights into knowledge usage and engagement within the system. By tracking metrics such as user activity, popular content, and knowledge gaps, organizations can assess the effectiveness of their knowledge management initiatives. The data-driven approach informs strategic decisions and helps identify areas for improvement.

9 Best Knowledge Management Tools and Software For Businesses

There are various knowledge management tools available that can streamline this process and make it more efficient. We’ve curated the nine best tools for you to choose the one that fits well.

1. Omni24

Excellent knowledge management platform

Omni24 is a customer experience software that offers a knowledge base to help businesses create, organize and share support content. It allows teams to build a self-service help center, reducing ticket volume and improving customer satisfaction by providing easy access to information.

Key features:

Knowledge base: Serves as a centralized repository for support articles, FAQs and best practices. It empowers customers with self-service options and helps agents quickly access information to resolve issues.
AI-powered article suggestions: Recommends relevant articles to agents and customers. The software allows to manage multiple knowledge bases for different brands.
Shared inbox: Centralizes customer communications from various channels into one platform. Teams can collaborate efficiently, assign tasks and manage conversations without duplicating efforts or losing important information.
Self-service portal: Find answers to the questions independently. It includes FAQs, knowledge bases and guides, reducing the workload on support teams.
Unified conversation view: It provides a comprehensive overview of each customer’s interaction history across all channels. Agents can access all relevant information in one place, enabling more personalized and efficient support.
Advanced analytics: Omni24 provides detailed insights into customer interactions, agent performance and overall support efficiency. The analytics help businesses make data-driven decisions to improve their customer service strategies.

Pricing: Omni24’s pricing starts from $29/user/month and goes up to $149/user/month based on the features. Every plan comes with a 14-day free trial. The pricings can be customized as per business needs.

2. Veemo Support

Popular knowledge base software

Veemo Support is an omnichannel help desk software to streamline support operations into a centralized interface. The software is a part of Veemo’s customer engagement suite of products designed to streamline and enhance various aspects of business operations. Veemo Support offers a range of tools to automate workflows, manage tickets efficiently and provide self-service options to customers.

Key capabilities:

Knowledge base: It is a centralized repository for support articles, FAQs and best practices. Veemo empowers customers with self-service options and helps agents quickly access information to resolve issues.
Live chat: Enables real-time customer support through instant messaging on websites or mobile apps. It offers quick problem resolution and improves customer satisfaction by providing immediate assistance.
Collaboration tools: Tools facilitate team cooperation through internal notes, mentions, and task assignments. The features enable seamless information sharing and coordination among team members, leading to faster as well as more effective problem-solving.
File sharing functionality : File sharing functionality allows agents as well as customers to exchange documents, images and other files directly through the chat interface. The feature facilitates smoother communication, enables quick problem-solving.
Ticket management: Organizes customer inquiries into trackable tickets, enabling prioritization, assignment and resolution tracking. It streamlines support workflows and ensures no customer request falls through the cracks.

Pricing: Veemo’s pricing plans start from $29/user/month and go up to $129/user/month based on the features and add-ons. The software pricing is also customizable as per business requirements.

3. Zendesk Guide

Best knowledge management software for effective customer service

Zendesk Guide is a smart knowledge base for better self-service and improved agent productivity. It’s part of the larger Zendesk suite of customer service tools.
The key features include a customizable help center, community forums, AI-powered article suggestions, multilingual content management and analytics to track knowledge base performance.
Organizations use Zendesk Guide to improve customer self-service capabilities, reducing support ticket volume. It’s particularly useful for companies looking to enhance their customer support operations with a robust, AI-enhanced knowledge base.

4. Guru

Great tool for effective organizational knowledge management

Guru is a company wiki that works in your workflow, helping teams share organizational knowledge where they work.
The key features include a browser extension for easy access, AI-suggested content, verification workflows to keep information up-to-date, analytics & integrations with popular tools like Slack and Microsoft Teams.
Guru is excellent for teams that need quick access to information while working in other applications. Its strength is in making knowledge easily accessible in the flow of work, making it ideal for customer-facing teams or any group that needs rapid access to accurate information.

5. Notion

All-in-one knowledge base workspace

Notion is an all-in-one workspace for note-taking, project management and task management that also serves as a powerful knowledge base.
The key features include customizable templates, databases, kanban boards, wikis and the ability to create nested pages. Notion also offers collaborative editing and comments.
Businesses use Notion for its flexibility and ability to replace multiple tools with a single platform. It’s particularly popular among startups and small to medium-sized businesses that need a versatile tool for both project management plus knowledge management.

6. Bloomfire

Leading AI powered knowledge base platform

Bloomfire is a knowledge engagement platform designed to connect employees to the information they need to do their jobs.
The key features include AI-powered search, content curation tools, user-generated content, analytics and integrations with common business tools. Bloomfire also offers robust permissions settings and content moderation features.
Bloomfire is ideal for organizations looking to create a centralized, searchable repository of company knowledge. Its strength lies in its powerful search capabilities and its ability to surface relevant information quickly.

7. Tettra

Excellent knowledge management tool for seamless workflow

Tettra is a knowledge management system designed to work seamlessly with tools like Slack and Microsoft Teams.
The important features include a clean, simple interface, AI-powered content suggestions, integration with chat tools and the ability to create & manage internal wikis easily.
Tettra is particularly useful for teams that heavily rely on chat platforms for communication. Its integration with these tools makes it easy to share and access knowledge without switching contexts.

8. Helpjuice

Top software for seamless organization of knowledge

Helpjuice is a knowledge base software that helps companies create, organize and share their knowledge efficiently.
The major features include a powerful WYSIWYG editor, customizable templates, advanced search functionality, user roles or permissions and detailed analytics.
Organizations use Helpjuice for its ease of use and powerful customization options. It’s particularly beneficial for companies looking to create both internal & external knowledge bases with a consistent brand look and feel.

9. ProProfs Knowledge Base

Effective knowledge base tool with advanced analytics

ProProfs Knowledge Base is a tool for creating online FAQ pages, help docs and user manuals.
The main features include a drag-and-drop editor, customizable templates, version control, analytics and multi-language support. ProProfs also offers integrations with various helpdesk and chat tools.
Businesses use ProProfs for its simplicity and effectiveness in creating customer-facing knowledge bases. It’s particularly useful for companies looking to improve their customer self-service capabilities with minimal technical expertise required.

Types of Knowledge Management Platforms

Knowledge management tools are essential for businesses looking to efficiently organize their intellectual assets. Here’s the list of various types of knowledge management platforms

1. Document Management Systems (DMS)

DMS tools help organizations store, track and manage electronic documents. They provide features like version control, document indexing and search capabilities. DMSs are crucial for maintaining an organized repository of company information, ensuring easy access of important files. Some examples are Microsoft SharePoint, Alfresco and Box.

2. Content Management Systems (CMS)

CMS platforms focus on creating, managing and publishing digital content, typically for websites or intranets. They allow multiple users to collaborate on content creation, often with workflows for review and approval. CMSs are essential for maintaining consistent branding and messaging across digital channels. The popular CMS options include WordPress, Drupal and Joomla.

3. Learning Management Systems (LMS)

LMS tools are designed to deliver and manage educational content & training programs. They facilitate e-learning by providing features like course creation, student enrollment, progress tracking and assessment tools. LMSs are widely used in corporate training and educational institutions. Examples include Moodle, Blackboard and Cornerstone OnDemand.

4. Knowledge Base Software

These platforms create centralized repositories of information, often in the form of articles, FAQs and guides. They help organizations capture and share institutional knowledge, making it easily accessible to employees or customers. Knowledge bases improve self-service capabilities and reduce repetitive inquiries. Tools in this category include Zendesk Guide, Confluence and HelpJuice.

5. Enterprise Social Networks

These platforms foster collaboration and knowledge sharing within organizations by providing social media-like features in a secure, corporate environment. They encourage informal knowledge exchange, team communication and cross-departmental collaboration. Popular enterprise social networks include Microsoft Yammer, Workplace by Facebook and Jive.

6. Artificial Intelligence and Machine Learning Tools

AI and ML technologies are increasingly being integrated into knowledge management systems to enhance their capabilities. These tools can automate information categorization, improve search relevance and even generate insights from large datasets. They can also power chatbots and virtual assistants to provide quick access to information. Examples include IBM Watson, Google Cloud AI and Microsoft Azure Cognitive Services.

How to Choose the Right Knowledge Management Software?

Selecting the right knowledge management platform is crucial for effectively capturing, organizing, and sharing information within an organization.

How to Choose Knowledge Management Platform

Assess your business needs: Start by identifying your organization’s specific knowledge management requirements. Consider the types of information you need to manage, the size of your organization and your industry-specific needs. Determine your primary goals, such as improving collaboration, streamlining processes, or preserving institutional knowledge.
Evaluate user friendliness: The platform should be intuitive and easy to use for all employees, regardless of their technical expertise. A user-friendly interface encourages adoption and consistent use. Look for features like drag-and-drop functionality, customizable dashboards and clear navigation.
Consider Scalability: Choose a platform that can grow with your organization. It should be able to handle an increasing volume of data and users without compromising performance. Scalability also includes the ability to add new features or modules as your needs evolve.
Check integration capabilities: The knowledge management platform should integrate seamlessly with your existing tools or systems, such as CRM software, project management tools and communication platforms. The integration ensures smooth information flow and prevents data silos.
Assess security and access control: Ensure the platform has robust security measures to protect sensitive information. Look for features like role-based access control, encryption and compliance with relevant data protection regulations.
Try before you buy: Whenever possible, take advantage of free trials or demos to test the platform in your actual work environment. The hands-on experience can reveal strengths and weaknesses that may not be apparent from marketing materials alone.

Why are Knowledge Management Tools Important?

Knowledge management platforms help businesses in capturing, organizing, storing and sharing knowledge within an organization, leading to better collaboration.

Centralized information: Knowledge management tools provide a central repository for all information and data within an organization. It makes it easier for employees to access relevant information efficiently, saving time and reducing the risk of errors due to outdated or incorrect information.
Efficiency and productivity: These tools centralize information, making it easier for employees to find what they need quickly. This reduces time spent searching for data and increases overall productivity.
Preservation of institutional knowledge: As employees leave or retire, their knowledge can be lost. Knowledge management software helps capture the valuable information, ensuring continuity and reducing the impact of turnover.
Improved decision making: Providing easy access to accurate, up-to-date information, these tools enable better-informed decisions at all levels of an organization.
Enhanced collaboration: Many knowledge management tools facilitate sharing and collaboration, breaking down silos between departments.
Consistent customer experience: For customer-facing roles, having access to a unified knowledge base ensures consistent and accurate information is provided to customers.

Empowering Organizations Through Effective KM System

Knowledge management tools serve as powerful catalysts for organizational growth, innovation, and competitive advantage. Organizations leveraging modern KM solutions experience improved collaboration, faster decision-making, and enhanced employee productivity. A robust knowledge ecosystem preserves institutional wisdom while buildign continuous learning.
Strategic implementation of KM tools transforms scattered information into actionable insights, driving operational excellence. Companies embracing these solutions position themselves for sustained success in an increasingly knowledge-driven business.

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FAQs about Knowledge Management Tools

1. What knowledge management tool is right for your team?

The right knowledge management tool for your team will depend on your specific needs and the size of your organization. Some popular options include document management systems, collaboration tools and content management systems. It’s essential to evaluate your team’s requirements and consider factors when choosing a knowledge management tool.

2. Why are KM tools critical in customer service?

Knowledge management tools are critical in customer service because they allow teams to access, update and share information quickly. By centralizing knowledge and ensuring that everyone has access to the most up-to-date information, teams can provide better customer service.

3. Why are more companies investing in knowledge management software?

More companies are investing in knowledge management software because it can improve communication, collaboration and decision-making within an organization. By centralizing knowledge or making it easily accessible to all team members, companies can increase productivity, reduce errors and drive innovation.

4. What’s the difference between KMS and CMS?

Knowledge management systems (KMS) focus on capturing, storing and sharing knowledge within an organization, while content management systems (CMS) are primarily used for managing digital content, such as websites, documents or multimedia. While there is some overlap between the two, KMS typically include additional features for knowledge creation and sharing.

5. How do they help with onboarding new employees?

Knowledge management tools streamline employee onboarding by providing centralized access to training materials, company policies, and best practices. New hires can access structured learning paths, video tutorials, and documented processes at their own pace. Automated workflows guide them through required training, while social learning features enable mentorship connections and knowledge sharing with experienced team members.

6. Do they support collaboration across remote teams?

Yes, KM tools excel at supporting remote collaboration through features like virtual workspaces, real-time document collaboration, and integrated communication channels. Teams can co-create content, share expertise through discussion forums, and maintain project documentation regardless of location. Advanced search capabilities and version control ensure remote teams can quickly find as well as update shared knowledge resources.

9 Best Knowledge Management Tools & Software for Businesses

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