Best Knowledge Management Systems
Knowledge Management Systems provide a platform for storing, organizing, and sharing frequently requested or needed information. They tend to be very configurable platforms, since the structure and application of knowledge management software will vary dramatically from organization to organization. This level of customization tends to require bespoke implementation and clear internal owners of the platform. On the other hand, this configurability will also allow organizations to use the system to serve multiple use cases at...
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Enterprise AI Search, Intranet, and Wiki in one platform. Guru lives in tools organizations already use, so no need to context switch. Users can find info across any app, have an expert help if the info can't be found, and let Guru proactively identify knowledge gaps, duplicate knowledge,…
Verint Knowledge Management aim to help agents find and share the information needed to answer both customer inquiries and questions they may have themselves. The solution helps ensure the answers agents access are consistent, up to date, and easily accessible.
Yonyx is a SAAS platform to create interactive decision trees to optimize customer support, sales, lead qualification, and customer self-service. Its primary strength lies in simplifying intricate workflows by guiding users through structured, step-by-step processes for interacting with custome…
Knowledge Workers struggle to leverage GenAI for knowledge generation across vast systems and documents. GateAI transforms data into actionable insights, creating focused scopes that empower smarter, faster decision-making for knowledge workers. The platform is specifically designed for knowledge workers, to enable them to make faster decisions with trusted AI insights. Through the platform's Human-in-the-loop framework, GateAI enables knowledge worker…
Document360 by Kovai is presented by the vendor as a knowledge base software that scales with a product. Document360 helps users' teams create, collaborate and publish self-service knowledge base.
Stack Overflow for Teams is a team knowledge management and Q & A platform for development billed per teammate, featuring roles and permissions, and integrations with popularly used collaboration tools.
Bloomfire provides knowledge engagement, aiming to deliver an experience that connects teams and individuals with the information they need to excel at their jobs. Their cloud-based knowledge engagement platform aims to give people one centralized, searchable place to engage with…
XWiki is an open-source collaborative platform designed to enhance business collaboration and streamline knowledge management for companies of all sizes. As a an alternative to proprietary knowledge bases, XWi…
Pilot is an AI-powered knowledge management solution, transforming Google Workspace into a dynamic team knowledge base with a quick 2 1/2 minute setup.
Leverage Existing Tech Stack and Content:
Integrating with Google Workspace, Slack, and various SaaS tools, Pilot.io becomes the centralized hub for team knowledge. Teams can leverage existing Google Workspace content , empowering…
livepro headquartered in North Sydney aims to help users provide improved customer service quality and delivery through their simple knowledge management system.
Notion aims to present users with an all-in-one workspace — for notes, tasks, wikis, and databases, from Notion Labs in San Francisco.
AirMason is an online tool designed to make it easy to build employee handbooks for co…
Microsoft's SharePoint is an Intranet solution that enables users to share and manage content, knowledge, and applications to empower teamwork, quickly find information, and collaborate across the organization.
Elium is a knowledge sharing platform from the company of the same name in Belgium, designed to helps users easily build a central hub for scaling teams that need to organise and access crucial content to get work done.
Starmind in Zurich offers their knowledge sharing platform, featuring augmented Intelligence allowing team members, or employees across departments and offices, to tap into the collective human intelligence in an organization, in real-time.
Connect Spool with a Zoom account and then use the Spool widget during calls as a Zoom side-controller. With the tab of a button, users can capture and label specific parts of a conversations that are important to be stored and…
Dutch company SwipeGuide provides software to author and share digital workplace instructions.
Shelf headquartered in Stamford offers their knowledge management system, designed to make finding, maintaining, and updating critical knowledge easier than ever before.
eXo Platform is an open-source, social-collaboration software designed for enterprises. Some key features include: Enterprise Social Network, Enterprise Content Management and Social Collaboration.
Zoho Support is a Saas help desk / ticketing system aimed at SMBs. I competes most often with Zendesk, and Desk.com.
Coda, from Coda Project headquartered in San Francisco, is a template-based document generation solution, supporting a variety of use cases presented by the vendor as ideal for smaller companies that might otherwise be relying on spreadsheets to maintain (for instance) product development,…
Confluence is a collaboration and content sharing platform used primarily by customers who are already using Atlassian's Jira project tracking product. The product appeals particularly to IT users.
Knowledge Management Systems TrustMap
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Learn More About Knowledge Management Systems
What are Knowledge Management Systems?
Knowledge Management Systems provide a platform for storing, organizing, and sharing frequently requested or needed information. They tend to be very configurable platforms, since the structure and application of knowledge management software will vary dramatically from organization to organization. This level of customization tends to require bespoke implementation and clear internal owners of the platform. On the other hand, this configurability will also allow organizations to use the system to serve multiple use cases at once.
Knowledge management systems can be used internally to store and share company and team information. They can also be shared externally to provide company or product information to customers or users. Self-serve repositories of information are also often referred to as knowledge base systems, especially when used to share information with external users.
Knowledge management systems are also designed to handle a wide range of knowledge formats. This can include:
- Historical reporting
- Process or technical documentation
- Timeline tracking
- Team data
- Contact information
- FAQs
- Tutorials
- Community/forum discussions
Knowledge management systems primarily help users access information more quickly, easily, and reliably. These products can dramatically reduce the time it takes for users to search for the required information. They also mitigate the time and effort spent re-learning and re-teaching knowledge internally. Proper knowledge management can lessen the risk of knowledge loss from employee turnover.
A good customer-facing knowledge base system can increase customer satisfaction and decrease help desk employees’ workload. Customers can find the answers to commonly asked questions on their own, saving time for them and the customer service team.
Knowledge management is a broad category and has significant overlap with other categories. For instance, some organizations will use knowledge management systems as rudimentary learning management systems. Others may use business process management systems to facilitate knowledge management. Knowledge management systems can handle HR data, but they lack the built-in processes found in HR management systems. Knowledge base systems typically integrate with content management systems so they can be displayed on your company’s website.
Knowledge Management Systems Use Cases
Some knowledge management systems are designed to support specific use cases. Internal knowledge management systems can include work instructions (especially for technical work), as well as best practices and standard operating procedures (SOPs). Outside of day-to-day use, knowledge management systems are used internally for onboarding instructions, HR documentation, and employee training.
Externally facing knowledge base systems can also help customers or external users access useful knowledge. For example, they often provide FAQs for customers or site visitors, Wikis and forums, or support customer self-service.
Knowledge Management Systems Comparison
Consider these factors when comparing knowledge management systems:
- Internal Vs. External Use: Is this system going to be used internally, externally, or both? For internal use only, security features, audit trails, and version control might be more important than appearance and design. For a customer-facing system, integration with your content management system, support for any types of content you want to share, like video and forums, and easy search and navigation are likely most important.
- Ease of Use: The user interface should be easy to navigate and as self-explanatory as possible. Otherwise, much of the self-service utility of the platform will be lost.
- Standalone vs. Suite: Knowledge management systems are frequently offered as suites with other kinds of software, including CRM, Help Desk, Project Management, and Intranet. Standalone solutions are typically less expensive, but if your company will be using a knowledge management system in conjunction with these other systems anyway, a suite may make the most sense.
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Knowledge Management Systems Pricing Information
Pricing for knowledge management systems varies depending on desired features and whether the knowledge management system is a standalone system or part of a larger software suite. Pricing is typically per user, per knowledge base, or both. Entry level plans start around $5-$15 per user per month or $50-$100 per knowledge base per month and increase to several thousand dollars per month for large teams with complex use cases. Many vendors offer free trials, as well as free plans for small teams.