12 Most Useful Knowledge Management Tools for Your Business

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Claudiu
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This article explains some of the best tools available for quality knowledge management. It will help you choose the right software for your needs and help you understand the benefits of using a KM tool.

📚 Table of contents

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Knowledge management is necessary for any company trying to learn and improve, so companies should be using it to their advantage and documenting their processes.

Since we live in the age of information and technology, most businesses use apps not just to capture data, but also to easily share their internal documentation with employees. Creating space for collaboration promotes a highly beneficial knowledge-sharing culture.

This article will explain some of the best tools available for quality knowledge management.

1. Archbee

Archbee is a fast, intuitive documentation software solution with many handy features.

The software lets you import your docs or create internal documentation using an intuitive editor. It also supports integrations with a lot of other apps for seamless collaboration.

Source: Archbee

Archbee offers Mermaid, as well as Markdown through GitHub, and API capabilities, meaning it’s perfect for code documentation. In addition, 30+ custom blocks, as well as 25 embeds and integrations available, make this tool extremely versatile, covering most documentation needs.

As for collaboration on documents, Archbee has commenting and tagging features, and allows for the creation of guest accounts, and password-protected sections, making it a robust, interactive knowledge base (KB).

It even boasts a document verification feature, meaning the information can be tagged for review by the responsible person, which helps keep your documentation up to date and correct.

The tool lets you share your knowledge with outside parties and host your docs.

That way, your customers can access your handbook or product docs needing only an internet connection and login information.

Source: Archbee

Archbee is free for personal use.

However, if you want team accounts, you’ll pay per five, ten, or twenty team accounts, starting from $38 a month.

Source: Archbee

The second pricing tier allows you a lot more flexibility, but it doesn’t have the search analytics option of the final subscription plan. Like with other KM software, you’ll get a discount for yearly subscriptions.

2. Confluence

Confluence is Atlassian’s web-based corporate wiki that’s been around since 2004.

Since it’s an Atlassian tool, it works best with JIRA and other Atlassian products and is excellent for project management (PM).

Source: Atlassian

It is mainly used for project documentation, so you'll have to look elsewhere if you need a database for code documentation.

For example, you can use Markdown through Confluence but only with the use of an additional app, which costs extra. The same thing goes for other integrations you might need, like Slack.

The tool has a lot of different templates, mainly project-related, which you can use to build and create your project documentation, which will come in handy for project management.

Source: Atlassian

Confluence promotes collaboration, allowing you to assign tasks, share content, and tag users.

The biggest downside to Confluence is that, although it offers incredible features, users have to pay extra for some of them. However, if you have ten or fewer users, you can use the tool for free.

Source: Atlassian

Over that number, you’ll have to pay $5.50 per user, and $10.50 if you need extra features like admin insights, unlimited storage, and external collaboration.

3. Slite

Slite serves as a workspace where remote teams can share and collaborate on documents. Their mission is to help async teams be as effective and satisfied as office teams.

Slite integrates with Slack, Trello, GitHub, and Asana, among others. It allows you to import and export data, but you cannot compare documents through this tool, meaning you’ll have to look elsewhere for that feature.

Source: Slite

Unlike Archbee, Slite doesn’t offer an API yet, which might be a problem for those who need it in their daily activities.

Like Confluence, Slite charges you per member. It’s a bit more expensive than Atlassian’s tool. All plans offer you an unlimited number of members.

Source: Slite

The free tier lets you own 50 docs, while the other two give you an unlimited number.

The most expensive tier gives you advanced doc permissions and more support for the tool for $15 monthly per user.

4. Guru

GetGuru calls itself a “work wiki that people actually love.” The tool lets you add and organize company knowledge to best suit your team’s needs.

Source: GetGuru

Like most KM tools, GetGuru integrates with Slack, Teams, and Google, among others, allowing you to use the apps together.

A popular function is the ‘expert verification’ feature, which lets an expert verify and publish knowledge base articles for an extra layer of confidence in the accuracy of your knowledge.

Source: GetGuru

The tool also allows you to set verification intervals, which is helpful if you have procedures that often change.

Additionally, GetGuru offers a browser extension for their app, allowing the users to access it even when they’re not in the database itself but browsing the web.

Much like other KM tools, GetGuru charges you per user monthly. The first tier is free for teams with only three core users (users who can edit docs).

Source: GetGuru

If you want to have three core users, it will cost you $6 monthly, and $12 or $24 if you want all users to have core status, and use more features, like advanced suggestions and ticket linking.

5. Notion

Notion is software designed to make project management and note-taking more efficient and productive.

The tool helps you stay on top of deadlines and tasks, allowing you to take meeting notes without losing the context. You can build workflows and roadmaps in Notion, which is very useful.

Source: Notion

However, if you’re trying to build a website, you’ll have to turn to a third-party tool because Notion doesn’t have built-in collections. If you want your KM system to have a code editor block or export content to Markdown, you’ll have to look elsewhere for a tool geared towards software coding.

Notion integrates with PM apps like JIRA, communication apps like Slack, and code hosting platforms like GitHub.

Source: Notion

The software is free for personal use. If you want to go pro and have more features like unlimited guests and files, they’ll charge you $4 per month (billed annually) and $5 monthly.

Source: Notion

If you want to use Notion as a team and have unlimited team members, you’ll have to pay $8 a month per user (billed annually) or $10 monthly. Like other software, Notion allows negotiation for enterprise prices, offering additional security and advanced controls.

6. GitBook

GitBook is a tool that wants to break knowledge silos, i.e., help you share knowledge within your organization.

Their doc editor is simple and powerful, allowing you to use Markdown, and code snippets, as well as embed content. Since GitBook doesn’t have a built-in code editor, you’ll have to use the integration with GitHub for coding.

Source: GitBook

We have some bad news if you look forward to using GitBook with other apps. The integrations list is pretty limited, with just GitHub, Slack, Desktop.com, Google Analytics, and Intercom.

However, GitBook has many good built-in features, like internationalization, which lets you publish pages in different languages like Japanese, Chinese (simple), French, and Spanish.

Source: Gitbook

GitBook’s free plan allows you to create unlimited public space. If you want to keep some of your work private, you’ll have to pay $8 per user (5-20 users).

Source: Gitbook

The price for a bigger team is $15 per user, but it gets you features like export to PDF, shareable links, and groups. An enterprise account with custom pricing gets you a lot of additional features.

7. Bit

Bit is a workplace and document collaboration tool.

It allows you to customize your workflows and workspace according to your business needs. On top of that, you can create several workspaces and easily manage users.

Source: Bit

Bit is strong on integrations, offering 100+ of them. Some of these apps include GitHub, Google, Miro, Tableau, and the like.

So, if you’re trying to add shareable links to your diagrams, charts, or cloud content, you’ll be able to do it through Bit.

Source: Bit

Bit only offers formatting and design options that aren’t as advanced as other software.

The starter plan is free, allowing you to have up to 5 members and 50 documents with a 5 MB file limit. If you want unlimited members, records, and version history, it will cost you $12 per member monthly.

Source: Bit

For an additional $8 monthly per user, you’ll be able to track documents, have unlimited storage, and maintain free guest access.

8. Tettra

Tettra is knowledge management software for companies with scattered knowledge.

You can organize your knowledge by creating new files or importing your existing internal documentation through Google Docs.

The software offers cool extra features, like Q&A and roles, including assigning expert.

Source: Tettra

Moreover, Tettra integrates with Slack, Teams, G Suite, and Zapier, making it easy for you to connect with other apps you use.

Source: Tettra

However, Tettra doesn’t support file sharing and file transfer, which might be a dealbreaker for some companies.

As for the pricing, like most other KM software, Tettra’s free for smaller teams (under ten users). If you have between 10 and 250 users, you’ll pay $10 per user every month and get unlimited storage and version history.

Source: Tettra

Enterprises pay double that, but they can use more features, like all-around support, annual contracts, and more payment options.

9. ProProfs

ProProfs is KM software that allows you to create your knowledge base, manuals, and internal documentation.

Its goal is to reduce the number of customer tickets since you can share the database with your customers (if you select the right payment plan).

Source: ProProfs

ProProfs boasts 100+ different integrations and settings, which help bring your KM to the next level with chat support, search analytics, and web forms. You’ll get to use your favorite apps with ProProfs seamlessly.

Source: ProProfs

When it comes to pricing, ProProfs offers two price lists: one if you want to make your documents public and the other if you want to limit access to your documents and exclude, for example, your customers.

Source: ProProfs

You’ll pay $40 per author monthly if you want a public knowledge base, which will cost you $120. If you want premium features like roles, import options, or more authors, you’ll pay $50 monthly per user, but the price goes up with the number of authors you add.

On the other hand, a private knowledge base will cost you $3.5 monthly per user (from 20 to 75), which means the lowest price is $87.5 monthly. The tier with more options costs $4.5 per user.

10. Helpjuice

Helpjuice is knowledge base software that helps you with self-service customer support and knowledge sharing for your team. The tool’s focus is to help you deliver the best customer experience while improving your team collaboration.

Helpjuice is optimized for SEO and has a great search option, which will come in handy to anyone who wants customers to go to them first.

The tool also offers a lot of different themes.

Source: Helpjuice

This KB tool integrates with several apps, like Slack, Teams, Salesforce, and Zapier. The number of connected apps falls short compared to some others on the list.

Source: Helpjuice

When it comes to pricing, Helpjuice is one of the most expensive options on our list. They offer a free 14-day trial of the software. If you end up liking it, you’ll have to pay between $120 for a maximum of four users and $499 for unlimited users.

Source: Helpjuice

However, all their plans offer unlimited features, customer support, and free customization. In other words, you only pay to add more users.

11. ReadMe

ReadMe is software that helps you create “beautiful, personalized, interactive” API documentation.

The software is mainly used for developer hubs, even though you can use it to create different types of documents. You can also customize the files you make, but the built-in editor only offers seven blocks.

Source: ReadMe

ReadMe offers integration with apps like Slack, Google Analytics, and Zendesk. One of its most significant advantages is the metrics option which lets you see how customers are using your API.

Source: ReadMe

In other words, it helps you make more informed decisions based on customer experience with your product.

Like most software on this list, ReadMe offers a free plan for five admins and three API Versions. All plans include the API explorer, content editor, and changelogs.

Source: ReadMe

You’ll pay $99 per project monthly if you want five API versions and ten admins, on top of a more extended metrics history and custom landing pages. For $399 monthly, you’ll get 20 API versions and 50 admins, as well as custom CSS & HTML.

Finally, $2000 a month will get you public and private APIs, more projects, and custom JavaScript.

12. Nuclino

Nuclino is team collaboration software that brands itself as “your team’s collective brain.” The tool helps you bring all your company knowledge, docs, and projects together, allowing for smooth collaboration.

Your team can use Nuclino for documentation, such as meeting notes or project plans.

Source: Nuclino

The board view is great for projects and tasks, ensuring you stay organized and productive.

The tool integrates with many different apps, which will make your everyday work a lot easier if you decide to give the software a chance.

Source: Nuclino

You’ll be able to use Nuclino with Slack, Teams, Youtube, Typeform, and different design, spreadsheet, and PM software.

However, Nuclino doesn’t support Docs Web Hosting, meaning you can’t publish a page and use it as your website.

Nuclino has two payment plans: a free one and a standard one for $6 a month per user. The free plan allows you to have up to 50 docs and 2GB of storage.

Source: Nuclino

If you want to use the tool for your team, you can get unlimited items, admin tools, document history, and 10GB per user.

Conclusion

There’s a plethora of good knowledge management tools available, each with its advantages and downsides.

If time is not a problem, you can sign up for the free account that most companies offer and try it out with your team. See what options your company needs, and try out the software that has those options.

It’s essential that the tool you select is easy to use and integrates with the apps your entire team uses for a seamless, simple experience and knowledge sharing.

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