The 8 best knowledge management tools

While a staggering 75% of organizations say that knowledge management is critical to their success in the immediate future, just 9% say they’re positioned to address the issue, according to Gartner’s most recent Global Human Capital Trends report.

If you’re in the 9% of companies on top of knowledge management, congratulations! But if you’re not, there’s no better time than now to consider the pivotal role knowledge management can play in helping you bridge the gap to addressing KM issues.

For remote teams in particular, making sure everyone has adequate access to the information they need when they need it can be a challenge. With everyone spread apart in work-from-home settings, it's not possible to drop by someone's office to ask a question or find out where a resource lives.

This is where knowledge management tools come in. A ton of knowledge management tools — each offering unique features and functionalities — are available to help organizations fully utilize their knowledge, but that brings us to the next challenge: Deciding which knowledge management tools are right for your organization.

We’ve created this handy roundup of eight of our favorite knowledge management tools. Use it to assess your need, evaluate your options, and hone in on the knowledge management tools that will help your organization optimize your knowledge assets and gain a vital edge in today’s competitive business landscape.

1) Rewatch

A knowledge management system designed specifically for video content, Rewatch provides a centralized internal knowledge base for all of your internal videos. Suitable for all teams and use cases, this video management system lets you create, save, store, search, and share video content for optimal knowledge creation, management, and dissemination.

Compared to many other knowledge management platforms, Rewatch focuses entirely on maximizing your organizational video assets. In addition to helping organizations make the most of their existing video content initiatives, it can also help them develop and expand their comprehensive video communication strategy to keep teams connected and inspired.

To learn more about what Rewatch’s customizable features can do for your organization, request a demo today.

Key features

• Enterprise-grade security
• User-friendly iOS app
• Easy integrations and video uploads
• Automatic transcripts and subtitles
• Sophisticated search
• Game-changing screen recording tool
• Comments and @mentions

Pros

• Better cross-team communication
• Prevents significant knowledge loss
• Clean and intuitive UX and UI
• Constantly expanding features
• Excellent and proactive customer service
• Powerful analytics
• Several simple, easy-to-follow tutorials

Cons

• No free plan for read-only accounts
• Upload time can be slow, depending on your connection

Pricing options

Pricing is available via custom quote — request it here.

Type of knowledge management tool

Rewatch is a cloud-based video content manager.

2) Document360

A knowledge base platform designed for growing companies, Document360 makes it easy for customers to solve their own problems by helping to create and support a wiki-type resource for users. The result? Increased customer satisfaction and decreased costs.

Document360 is a universal tool with a multitude of use cases for self-service, including product help docs, technical documentation, online user guides, FAQs, password-protected internal knowledge bases, and standard operating procedures.

Key features

• Knowledge base portal (for editors, writers, and reviewers)
• Knowledge base site (for customers and employees)
• Knowledge base assistant (for SaaS products and websites)
• Integrations and extensions
• Platform API
• Analytics
• Workflow
• Ticket Deflector
• Drive
• SEO
• AI-powered search
• Version management and rollback

Pros

• A clean, dynamic interface
• Features-rich, customizability, and flexibility
• Two text editors (markdown and WYSIWYG)
• Simple to learn and use
• Public and private documentation options are convenient

Cons

• Relatively new product with a shorter development life
• Search can be clunky and hard to use
• Could benefit from a richer text editor

Pricing options

Document360 offers a range of free and premium price plans, including Free ($0/project/month), Startup ($99/project/month), Business ($249/project/month), and Enterprise ($499/project/month). For more information on pricing, go here.

Type of knowledge management tool

Document360 is a knowledge base/product documentation platform.

3) Guru

This enterprise-wide collaborative knowledge management software not only creates a single source of truth for organizations but also facilitates a culture of company knowledge sharing.

Ideal for product enablement, internal communications, employee onboarding, remote teams, and more, this work wiki gives users and teams control over creating, sharing, accessing, and updating information within the real-time context of their daily workflow.

Unlike a traditional private knowledge base (which features content produced and edited by select authors), wikis are team collaborations in which all team members share information. Guru offers a best-of-both-worlds solution fusing the benefits of a wiki and self-service knowledge base software.

Key features

• Collections and boards
• Browser extension
• Slack and other integrations

Pros

• Seamless knowledge capture
• Powerful editor
• Expert verification
• Custom knowledge features
• Simple and easy-to-navigate interface

Cons

• Limited search functionality
• Utilizes a single, inflexible content type (“cards”)
• Doesn’t support self-service applications, such as chatbots and FAQs
• Limited and superficial browser extension

Pricing options

Price plans include Starter (Free), Builder ($10/user/month), Expert ($20/user/month), and Enterprise. Find more info on pricing here.

Type of knowledge management tool

Guru is a corporate wiki, a type of knowledge management software.

4) Confluence

Part of the proven Atlassian technical stack alongside Jira and Trello, this remote-friendly team workspace keeps coworkers connected while harnessing collective knowledge and transforming it into easy-to-find answers.

An on-demand modern social intranet designed to support secure, reliable collaboration on mission-critical projects, Confluence keeps teams in the loop and projects moving forward with transparency, purpose, and speed.

Key features

• Spaces and pages
• Inline editing and comments
• Hundreds of page templates for formatting
• Embedded version control
• Intuitive and flexible space management
• Mobile app

Pros

• Minimal setup and strain on company servers
• Seamless integrations with Atlassian products like Jira
• Solid enterprise readiness and easy synchronization
• Easy to organize and navigate content
• Insights and analytics

Cons

• Risk of multiple duplicate pages
• Displaying more visually appealing content requires a deeper technical understanding
• Lack of role-based permissions
• No built-in chat
• Limited MS Teams compatibility

Pricing options

Price plans include Free (10 users), Standard ($55/month), Premium ($10.50/month), and Enterprise (billed annually). Find more pricing info here.

Type of knowledge management tool

Confluence is a standalone wiki-based content management tool.

5) Notion

This customizable digital workspace for businesses of all sizes, including small businesses and large businesses alike, streamlines operations and workflow across notes, tasks, projects, records, calendars, and other activities.

Notion is deployed via a web interface or on-premise platform in which daily work and knowledge exist side-by-side. This asynchronous communication hub and all-in-one project management tool provides product roadmaps, task lists, repository patterns, and more — all aimed at facilitating more effective and efficient organizational knowledge sharing.

Key features

• Portfolio tracker
• Designer templates
• Data management
• Documentation
• Data export

Pros

• Intuitive and flexible
• Helpful and engaged support team
• Desktop and offline applications run smoothly
• Beautiful design

Cons

• Slow
• Lack of options for data visualization

Pricing options

Price plans include Personal (free), Personal Pro ($4/month), Team ($8 user/month), and Enterprise. Find more information here.

Type of knowledge management tool

Notion is a project management and note-taking software platform.

6) Airtable

A low-code platform for creating and sharing relational databases among groups of people, Airtable makes it easy for teams to connect, collaborate, and take action. By bringing all data together in one central place, this spreadsheet-database hybrid solution ensures that all stakeholders are in sync and up to date.

A powerful alternative to Google Sheets, Airtable also makes it easy for users to interact with data while simultaneously facilitating that data’s programmatic management.

Key features

• Familiar spreadsheet-like interface
• Custom views
• Automations
• Sync
• Integrations
• Reporting
• User-permission levels
• Pre-made templates

Pros

• Simple, colorful, and user-friendly
• Highly customizable and versatile
• Powerful collaboration capabilities
• Extensive data tracking
• Extensive integrations

Cons

• Some formatting limitations
• Limited functionality of forms
• No customer-facing app drag and drop builder
• Pricing can be steep for larger organizations

Pricing options

Price plans include Free, Plus ($10/seat/month), Pro ($20/seat/month), and Enterprise. Find more information on pricing here.

Type of knowledge management tool

Airtable is both a relational database and online collaboration tool.

7) Docebo

As online learning increases in prevalence, the learning management systems (LMS) market is expanding to meet rising needs. Valued at $15.1 billion in 2021, it is projected to reach $76.18 billion by 2030 — an impressive CAGR of 19.1% over an eight-year period.

One leading LMS is Docebo. This AI-based learning suite lets organizations create and manage content, deliver training, and measure the impact of their programming. Comprising development to delivery, Docebo is a knowledge management solution offering just-in-time resources that boost productivity, drive product adoption, and create opportunities for continuous learning.

Key features

• 100% cloud and mobile ready
• 35+ native LMS integrations and connectors
• Boundless configurability
• Multi-audience delivery
• Significant customization options

Pros

• Clean and user-friendly interface
• Turn-key experience
• Robust features
• Immediate insights
• Single-source learning content management and versioning
• Effortless updating of learning experiences
• Change management streamlining
• Increased speed to onboarding, development, enablement, and customer education

Cons

• Upgrades often buggy due to hasty speed of development
• Some modules come at additional cost
• Customer service can be hit or miss

Pricing options

Docebo offers a range of flexible and scalable price plans. Get a custom quote here.

Type of knowledge management tool

Docebo is a learning management system.

8) Slab

Built by engineers for engineers, Slab lets teams easily create, organize, and discover knowledge across their organizations. Ideal for businesses that are scaling up and looking for a tool to help centralize processes and workflows, this best-in-class knowledge hub and wiki supports shared learning and documentation that helps teams easily and effectively do their best work by knocking down silos and putting shared knowledge at their fingertips.

Key features

• @mentions
• Access controls/permissions
• Activity dashboard
• Alerts/notifications
• Categorization/grouping
• Customizable templates
• Real-time editing
• Reporting and statistics
• Tagging
• Third party integrations

Pros

• Simple, intuitive and fuss-free UI
• Very useful for individuals and teams—especially for new hires
• Creates rich and beautiful documents
• Very fast, especially compared to other feature-rich wikis
• Great embeds for rich media

Cons

• Support is helpful, but response times can be slow
• Permissions can be messy
• Table editor feature isn’t ideal
• Search could be better

Pricing options

Slab offers a range of price plans, including Free, Startup ($6.67/user/month), Business ($12.50/user/month), and Enterprise. For more information on Slab pricing, go here.

Type of knowledge management tool

Slab is a knowledge base/wiki tool.

Simplify knowledge-sharing with Rewatch’s advanced video management

Depending on the specifics of your organization, the right knowledge management tools can help you leverage the full potential of your knowledge assets. Because no two businesses are the same, there’s no clear-cut answer to the question, “What’s the best knowledge management software?” Rather, it’s all about curating the most beneficial combination of knowledge management and collaboration tools for your unique needs and goals.

While knowledge management tools serve various purposes, from contract management to customer service, one particular type of knowledge management tool is especially useful in today’s business landscape. With organizations increasingly adopting video as part of their workflow for everything from onboarding employees to building long-term relationships with customers, video management tools like Rewatch offer powerful partnerships to get the most out of their video content.

From supporting video creation to facilitating easy video sharing while also serving as a central repository for all past, current, and future video content, Rewatch has transformative potential for organizations looking to empower their employees.

Request a demo today to learn more about how Rewatch can help your organization.