15 Best Knowledge Management Software for 2023 | Pro Profs (2023)

Knowledge is power! However, that same knowledge can make you powerless if you don't use it properly.

Most of the time, important business information goes unused in emails, Word documents and Google Drive. This scattered data will only increase over time as your business grows. Without a dedicated knowledge management system, you are missing out on many opportunities to improve workplace efficiency, improve customer support and grow your business.

Fortunately, using the best knowledge management software will help you overcome this challenge and unlock the true potential of your business knowledge. It supports 24/7 access to information, learning on the go and team collaboration.

If you are looking for a similar tool, you have come to the right place.

We will get into that in this blogBenefits of knowledge management softwareand why more and more companies are investing in it. Later, we'll look at the top 15 tools to support your knowledge management initiatives.

Let's go!

What is knowledge management software?

Knowledge management software is a tool that gathers all your company knowledge in one central platform for easy access and search. This collective source of useful business information can easily be shared internally with employees or externally with customers.From writing and editing to management and publishing, the right knowledge management software supports you through all stages of content development.

Benefits of knowledge managementSoftware

Whether your goal is to improve customer support or improve internal knowledge management, the right software can greatly improve your efforts.

Let's take a look at the biggest benefits you can get from using the best knowledge management software.

1. Improve employee productivity

Finding information scattered across files and folders is a real challenge. When employees spend unnecessary time on trivial tasks such as searching documents, their productivity decreases. Knowledge management software gives employees instant access to information so they can focus on their jobs.

2. Supports employee onboarding

New employees have difficulty adapting to a new environment. Their learning is slowed down if they are not continuously supported. -oneknowledge management systemgives new employees quick access to all company information so they can learn the tricks of the trade faster. It gives them a helping hand and enables them to easily overcome any initial challenges.

Related reading: Tips for successful remote worker onboarding

3. Stimulates innovation in the workplace

One of the great advantages of knowledge management is that it creates a favorable climate for innovation. Employees can contribute with their unique insight and collaboration on projects. With immediate access to department-specific best practice, employees can be more innovative on even the smallest tasks.

4. Increases your customer support

When rising support tickets are a constant problem, a knowledge management tool can be very useful. It helps you build a public help center with how-to articles and video tutorials that customers can use to troubleshoot themselves. A knowledge management system also provides round-the-clock supportreduces ticket inflow, making your support team's job much easier.

Why is knowledge management software becoming more and more popular?

Gone are the days when knowledge slumbered silently in databases. With the advent of technology, knowledge is now spread via email, Google Drive, Slack and several other platforms.

To ensure that this information is not lost in the chaos and back and forth, more and more companies today rely on the use of knowledge management software.

There are other reasons why knowledge management is high on the priority list for organizations today. Some of these reasons are:

The market is highly competitive and companies are trying to outdo each other and beat their own records. In such a scenario, the only thing that can keep you on top is how you manage and leverage your organization's knowledge assets.

Studies even show that72% of the organizationsCreating and retaining knowledge is essential to their success.

Another important reason why companies invest in knowledge management software is that they are aware of the deluge of data that is generated every day. The sad thing is that there is a lot of this data -55 %,to be precise, remains unused. This is a huge loss for organizations.

Knowledge management provides a bright spot as it provides you with a digital platform to securely store and retrieve your business information.

How do you choose the best knowledge management software?

Now that we are clear about the purpose of knowledge management software, let's take it a step further and understand how to choose it correctly.

There are hundreds and thousands of knowledge management system tools on the market. So how do you decide which tool to use?

It's a real challenge, but don't worry, we're here for you. Learn about some of the most important points to be aware of during the selection process:

✅ease of use

While most top knowledge management software prides itself on ease of use, few meet this basic but important requirement. The software you choose should have an intuitive interface and no programming skills are required to set it up.

✅Centralized platform

Any software you choose should provide a unified space for teams to collaborate and create high-quality content. On this centralized platform, teams can create structured content, track history, define workflows and publish to web and mobile devices.

✅Integrated reports

Reports provide a small insight into how your content is performing and whether it is being used correctly. The best knowledge management software comes with built-in reports that show your best and worst performing content, knowledge gaps and more.

✅Third Party Integrations

The number of third-party integrations a tool offers is an important indicator of its capabilities. Look for software that integrates well with leading collaboration, analytics, surveys and customer support tools.

✅user management

Another notable knowledge management feature to be aware of is user access control. This feature paves the way for collaborative content creation and ensures that your data stays in the right hands.

✅data security

If you work with sensitive business data, you need oneTool with a strong security system. The leading knowledge management software offers intelligent security features that allow folder- or page-level restrictions to hide or show content. Such tools also support single sign-on and are GDPR compliant.

✅budget prices

Knowledge management tools come in different pricing plans based on the number of users and features offered. Choose a tool with a transparent pricing structure so there are no surprises at the end of the month.

List of 15 Best Knowledge Management Software for 20203

1. Professional knowledge base

Best for:Creation of internal and external knowledge bases, customized workflows and detailed reporting.

ProProf's Knowledge Base is versatile knowledge management software that allows you to provide instant self-service to your customers and encourage internal team collaboration. With this software it is possiblebuild a knowledge basefor both public and private customers and employees. The tool is easy to set up and supports you through all stages of content creation, from writing to publishing. There are several hand-crafted templates, a simple text editor, and powerful customization options to help with content creation.

With ProProf's Knowledge Base you have access to insightful reports andTake advantage of third-party integrationsto give your audience an unforgettable experience.

Main features:

• Write and edit content with an MS Word-like editor.
• Manage user roles and permissions to control access.
• Gain useful insights into article performance and author activity.
• Protect your content with password and privacy controls.
• Supports over 90 languages ​​to help you reach a diverse audience.

Prices: Starts at $49/author/month.

2.Document 360

best for: Category management with simple drag and drop interface.

Designed for growing businesses, Document360 brings together all your business knowledge on one central platform for easy distribution. The tool provides private access through a secure login so that only authorized members can use your document. In addition to a user-friendly interface and robust search system, Document360 also offers content localization and advanced analytics, promising a top-notch experience.

Main features:

• Receive multiple versions of articles and keep track of all changes.
• Translate yourshelp contentin a language of your choice.
• Manage the workflow process by specifying due dates and roles.
• Export the contents of the knowledge base in PDF format.
• Get a real-time preview of the content as you type in the editor.

Prices:From $99/project/month.

3.Bloom brand

Best for:Cloud-based knowledge management, AI-assisted search, comprehensive publishing.

Bloomfire is another best knowledge management platform that helps you leverage your biggest strategic asset – knowledge. With this tool, you can build a central, searchable platform where your teams can collaborate and access information instantly. With comments, likes and a personalized feed, Bloomfire keeps users engaged and together on projects.

Main features:

• Find knowledge gaps and track search trends with built-in analytics.
• Tailor the platform to your unique needs with custom branding.
• Publish knowledge as videos, text, diagrams, audio or any other format.
• Get instant information with automatic tagging and AI-powered search.
• Import/export content in bulk and keep your knowledge management system up to date.

Prices:Contact the company for an offer.

4.Guru

Best for:Internal company wiki, native Slack integration, AI-powered duplicate detection.

Guru acts as a company wiki that helps with employee onboarding and internal communication. The tool fits seamlessly into your workflows and offers powerful browser extensions that allow employees to capture information on the go. Guru's native integration with Slack allows you to capture expertise and keep teams updated with any changes in your organizationknowledge base.

Main features:

• Write from scratch or import existing content with a simple editor.
• Capture information from the web and turn it into small-sized maps.
• Organize information systematically in collections and boards.
• Gain deep insight into your employees' use of knowledge.
• Register duplicate content to avoid redundancy.

Prices:From $5/user/month.

5.Atlasian confluence

Best for:Project collaboration, remote-friendly workspace, powerful integrations.

Confluence is one of the best knowledge management tools that gives your teams a remote workspace to work together. This tool allows you to build a single source of truth by leveraging the expertise of different teams. Confluence also offers an intranet that facilitates seamless communication by allowing teams to share messages and provide feedback.

Main features:

• to gain access tobeautifully designed templatesand quickly got started.
• Follow the product history closely and compare different versions.
• Enable teams to collaborate with each other through embedded comments.
• Notify your teams with instant task update notifications.
• Receive a personalized feed on your website and stay informed of all progress.

Prices:From $5.50/user/month.

6.Bitrix24

Best for:Mind maps, social knowledge sharing and file synchronization across devices.

Bitrix24 provides an all-in-one workspace for team collaboration, customer relationship management and project management. The knowledge management solution is easy to use and can be used on a variety of devices, including mobile phones and laptops. You can even customize the knowledge base to your liking and integrate Bitrix24 with your favorite tools. In addition, the tool offers a dedicated mobile app to enhance the end-user experience.

Main features:

• Manage user access by setting roles and permissions.
• Customize the templates to match your company's branding.
• Configure password controls so that only authorized users can access your knowledge base.
• Access your knowledge base across devices to learn on the go.
• Create default menus and nested menus for easy navigation.

Prices:From $43/5 users/month.

7.HelpCrunch

Best for:Live chat widget integration, SEO optimization, smart search.

HelpCrunch is one of the leading knowledge management tools for small and large businesses. The knowledge management solution is primarily designed for customer self-service and ticket influx reduction. It has a powerful visual editor for effortless content creation. In addition, the tool allows you to create search engine optimized content that can be easily found by users.

Main features:

• Add text, images, videos and tables with the WYSIWYG editor.
• Get smart suggestions and find what you need in seconds.
• Turn negative responses into positive customers with insightful reports.
• Optimize your content for search engines by allowing metadata editing.
• Customize your knowledge base with your favorite fonts, colors and images.

Prices:From $12/month.

8.Zoho-bureau

best forIntegrated ticket sales, user forums, communities and chat assistant.

Zoho Desk is essentially a help desk solution that also offers self-service options. As a customizable knowledge management system, the tool allows you to customize every element of your Help Center using HTML and CSS. Best of all, Zoho Desk supports communities and forums, giving your audience a central platform to ask questions and share ideas.

Main features:

• Manage user access to your Help Center and ensure top security.
• Allow users to submit tickets through the knowledge management platform.
• Use meta titles and keywords for search engine optimization.
• Monitor search patterns and user engagement with built-in reports.
• Automatically suggest relevant articles and help agents resolve tickets faster.

Prices:From $10/agent/month.

9.Zendesk guide

Best for:Ease of use, detailed analytics, contextual self-service.

Zendesk Guide is an easy-to-use knowledge management platform with advanced search capabilities and powerful customization options.Create help articleis easy with the WYSIWYG editor that offers various editing and styling options. Multiple users can collaborate and collaborate on articles to speed up the process and ensure impeccable content quality. The tool also allows localization of content in over 40 languages, so you can serve a diverse audience.

Main features:

• Customize the knowledge base with custom themes.
• Get AI-powered article recommendations directly in support tickets.
• Get suggestions on what content works best for your audience.
• Create and update reusable content for multiple articles.
• Easily import content from different platforms and convert them into useful articles.

Prices:From $49/agent/month.

10.OpenKM

best for: Digital archive management, task automation and document management.

OpenKM is another knowledge management tool that can help you manage your digital documents effectively and increase workplace efficiency. It is an open source solution with enterprise content management features such as workflow creation and task automation. With this tool, you can collect information from all digital sources and facilitate collaboration on different projects. Using the API, you can integrate OpenKM with your favorite tools.

Main features:

• Drag files and documents into your knowledge base.
• Create, assign and manage tasks with Task Manager.
• Build workflows for content review, approval and validation.
• Open and restore previous versions of a document.
• Works with popular browsers like Firefox and Chrome.

Prices:Connect with the company.

11.Freshdesk

Best for:Help widget, community forums, reply bots.

Freshdesk is a leading customer support tool with powerful knowledge management capabilities. If you have a large team, you can use the tool's approval workflows to create error-free, high-quality content. The tool also offers answer bots to provide users with instant answers in the knowledge base. Freshdesk offers code-free customization and supports over 42 languages.

Main features:

• Turn agent responses into meaningful Help articles.
• Increase the visibility of your knowledge base through search engine optimization.
• Perform bulk actions to update all your items and folders.
• Closely monitor asset performance based on user feedback.
• Publish content in the form of images, videos or any other format.

Prices: Starts at $12/agent/month.

12.rough

Best for:Internal knowledge management, integrations, content review.

Tired of finding company information scattered in documents? Tetra may be just what you need. It is one of the best knowledge management solutions that can easily import content from platforms like Google Docs and Dropbox. Native Slack integration eliminates all context switching, giving teams instant answers to questions where they're asked.

Main features:

• Have the information reviewed and approved by subject matter experts.
• Create content quickly with Tettra's simple editor.
• Get detailed monthly analytics to assess and improve content performance.
• Set up private categories to protect your knowledge base.
• Identify non-proprietary and outdated content to improve your knowledge management system.

Prices: Starts at $8.33/user/month.

13.see the clouds

Best for:Global file management, advanced search, search engine optimization.

KnowledgeOwl is popular knowledge management software that does not require complicated procedures to set up. It is a simple tool that you can use to create and create product documentationinternal knowledge basesfor both customers and employees. This software allows you to drag and drop categories, create custom views and receive user feedback through comments.

Main features:

• Add contact forms and let users provide instant feedback.
• Edit files in your file library and update articles instantly.
• Manage content categories with a customizable table of contents.
• Categorize content using labels to make information retrieval easier.
• Create a duplicate of your knowledge base for testing or rebranding.

Prices:From $79/month.

14.Nuclein

Best for:Real-time collaboration, unified workspace, work visualization.

Nuclino is a modern yet simple tool that gathers all your business documents in one place and enables teams to collaborate on projects. A markdown editor allows you to add text, images and videos to your articles. The tool enables team collaboration through internal comments and suggestions. What's really fascinating about Nuclino is that you can visualize the work using list, table and graph views.

Main features:

• Automatically save changes and sync across devices.
• Undo changes and restore previous article versions.
• Easily write and edit content with the drag-and-drop editor.
• Control who can edit and read by specifying roles and permissions.
• Export content in PDF and Word format.

Prices:From $5/user/month.

15.ServiceNow knowledge management

Best for:Translation management, Customer Service Management, IT Service Management

ServiceNow's knowledge management solution is designed to help you respond to both your customers and your employees. The integration with MS Word ensures a flawless writing experience and also provides useful insight into existing knowledge gaps. The tool has an AI-powered search system that delivers personalized results and gives users a seamless experience when gathering information.

Main features:

• Get in-depth insights into user feedback and gaps to improve your knowledge base.
• Build an online community where customers and employees can keep in touch with their colleagues.
• Assign items to specific teams to ensure premium quality.
• Create reusable content blocks and reduce redundancy.
• Give users an uninterrupted and fast search experience.

Prices:Contact the company for an offer.

Use the best knowledge management software to improve collaboration, innovation and growth

Knowledge management is an important competitive differentiator that can give you an advantage.

With tons of data generated every day, you need a dedicated system to manage this information and make it easily accessible. When managed well, knowledge can prove to be a valuable asset that drives innovation, increases efficiency and helps you chart a positive growth curve.

The above best knowledge management software has been carefully selected and will surely help you get the most out of your business knowledge. Compare their features and prices and choose a trial version to check how well they work.