21 Knowledge Management Software to Boost Your Brand [2022 Review]

Knowledge management tools are the key to implementing a successful knowledge management system.

As organizations grow and evolve, they develop an invaluable bank institutional knowledge, which often lies untapped, siloed in departments, or held in the minds of your most valuable employees.

Harnessing that wealth of collective wisdom, experience, and expertise, and sharing it across the organization, allows your business to maximize its potential and realize tangible advantages.

Implementing an effective knowledge management program involves a deliberate and conscious process of collecting that institutional knowledge and making it readily available to everyone who needs it.

So, how exactly do you do that? How do you collect, categorize, store and share all that information and knowledge? And how do you make it quickly and easily accessible to everyone else? 

It might seem like an impossibly big undertaking but, luckily, we have knowledge management software that is specifically designed to streamline the whole process!

They help you gather, sort, categorize and share institutional knowledge in the most efficient way possible, making it easily accessible to everyone, and creating a smarter, more efficient workforce.

Today, we’re looking at some of the best knowledge management tools to use for every aspect of your business. We have reviewed the best:

  • Document Management Software
  • Learning Management Software
  • Customer Relationship Management Software
  • Decision Support Software
  • Social Communication Software

We also cover what knowledge management is, why it’s important, and the benefits it offers your business.

Ready? Let’s dive in!

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    What is Knowledge Management?

    Knowledge management refers to the collective processes involved in the accumulation, categorization, storage, and sharing of knowledge within an organization.

    Knowledge management is the deliberate process of ensuring that organizational skills, expertise, and accumulated knowledge are defined, structured, and organized. This allows for organizational knowledge to be shared, expanded, and retained.

    Take a look at this short video by KnowledgeMT for a quick overview of what organizational knowledge is and how knowledge management works:

    Knowledge management tools are software designed to facilitate and streamline every aspect of the process, from a variety of sources.

    They function as the bridge between disparate data sets and meaningful, cohesive, information that be easily accessed and applied by employees.

    This information includes things like guidelines, standard operating procedures, company policies, and training materials. It also includes less easily codified information, such as advice from more experienced staff members or input from other departments.

    Knowledge management tools are essential for running an effective knowledge management system. It is an ongoing cycle of creating, structuring, sharing, and updating information to ensure that it is current, readily available, and easily located within the system.

    The Importance of Knowledge Management

    Knowledge management is important because it enables companies to make informed decisions, quickly.

    It makes the organization as a whole more efficient, more knowledgeable, and better equipped to provide high-quality service to clients and customers.

    To appreciate the huge value of knowledge management, it’s useful to understand the different types of knowledge that every organization can access:

    1. Explicit Knowledge: Easily codified and transferred, such as standard operating procedures, formulas, and sequential processes.
    2. Implicit Knowledge: Knowledge that relates to the best ways of implementing explicit knowledge. This is usually gained through experience, a broader understanding of the context, or more specific expertise in a particular area.
    3. Tacit Knowledge: This is the hardest form of knowledge to codify and share. It includes knowledge gained from individual, contextual experience. It often relates to things that are intangible and hard to describe. For example, an experienced salesperson will likely have a better understanding of body language and be able to ‘sense’ a customer’s hesitation or resistance and address it. That kind of knowledge is difficult to codify and share.

    These three types of knowledge make up what we refer to as institutional knowledge, which is a hugely valuable asset that grows and develops over time.

    When everyone has access to the company’s overall level of skills and expertise, it creates an environment where knowledge sharing is valued and encouraged. This can reduce employee turnover and increase job satisfaction, and build good company culture.

    Knowledge Management Tools - Graphic of the benefits of KM as listed in the body text

    The Benefits of Knowledge Management

    There are many, many, benefits to knowledge management. However, the most important benefits include:

    • Improved Efficiency: when relevant information is accessible and easy to locate, it makes the entire workforce more efficient.
    • Better Data Security: a good knowledge management system ensures that sensitive information is securely stored, protected, and only available to the right people.
    • Data-Driven Decision-Making: Knowledge management tools allow you to make quick and decisive decisions that are well informed and backed up by data-driven insights.
    • Improved Customer Service: Fast and easy access to information enables your employees to provide a more knowledgeable and efficient service to your customers.
    • Efficient and Economical: knowledge management streamlines and improves businesses processes at every level, making the organization as a whole more efficient. This saves both time and money.

    Effective knowledge management is critical for any company that wants to increase revenue and market share in a highly competitive economic climate.

    Right, now that we know what knowledge management is, why it’s important and what the benefits are… Let’s take a look at the knowledge management tools and software that make it all possible:

    4 Document Management Software

    One of the core components of any effective knowledge management system is a way to manage, store and retrieve documents.

    Document management software are knowledge management tools that function as an electronic filing cabinet and filing system. They are designed to help organizations implement a coherent and consistent system to manage all their digital documentation. They categorize, store and provide access information as quickly and easily as possible.

    It also ensures that all information is secure, and some software allows for advanced document tracking to manage workflows and ensure that information is current.

    Let’s take a look at some of the best document management software:

    1. ConcordNow

    ConcordNow is a document management software that is specifically designed for managing contracts. The software allows you to draft, share internally and externally, edit, negotiate, and sign contacts from one central tool. It also facilitates effective contract management in terms of renewing and updating contracts.

    ConcordNow offers several third-party integrations, including Word, Excel, and Google Docs, to collaborate with others inside and outside your organization. It also offers useful features like reminders for upcoming renewals and insights and analytics into various aspects of your contracts overall and in comparison, to one another.

    Screenshot of the ConcordNow Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Useful templates and unlimited signatures
    • Reduces reliance on email and sends notifications when documents are edited or commented on for easy collaboration, and permissions can be set for various parties
    • Integrates well with Salesforce
    • Notifications for upcoming deadlines, expiration dates, and renewals
    • Straightforward and simple to use
    • Allows for workflows so that documents that need approval are approved by relevant people in the correct order

    Cons:

    • Limited number of template formats and template editing features are not ideal for lawyers
    • Occasional template formatting issues when exported to other editors
    • Limited analytics and search features

    Review Scores

    G2 Crowd: 4.2/5 Stars from 105 Reviews

    Capterra: 4.5/5 Stars from 147 Reviews

    Pricing

    • Free Trial: 14 Days
    • Standard: $23/user per month
    • Pro: $59/user per month
    • Enterprise: Custom Pricing

    Website

    Website: concordnow.com

    2. M-Files

    M-Files is ideal for small to medium size organizations and its metadata-driven system enables quick and efficient access to information. It also allows for businesses to automate business processes, and control information permissions, which makes it a good software for businesses operating in highly regulated industries.

    M-Files offers integration with numerous third parties, including Salesforce, Google Workspace, and full integration Microsoft 365. The software’s advanced encryption and permissions allow for the seamless transfer of information to collaborate internally and externally, without compromising security and sensitive data protection.

    Screenshot of the M-Files Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Flexible deployment for cloud, hybrid, etc.
    • Permissions access and secure link sharing
    • Classification, sorting, and searching documents works exceptionally well
    • Variety of ready-made templates to use
    • Makes collaboration between internal teams and external parties easy
    • Quality of data protection and security is great

    Cons:

    • Somewhat outdated user interface
    • Creating workflows and authorization permissions can be complicated and time-consuming
    • Not as affordable as competitors

    Review Scores

    G2 Crowd: 4.2/5 Stars from 142 Reviews

    Capterra: 4.2/5 Stars from 173 Reviews

    Pricing

    No pricing is provided but they do offer a free trial

    Website

    Website: m-files.com

    3. eFileCabinet

    eFileCabinet’s document management software is a great choice for midsize organizations in the HR, Finance, Legal, and IT sectors. The cloud-based solution is designed to automate complex document processes, enable efficient access to documents, and minimize the effects of cross-departmental silos.

    One of the biggest advantages of eFileCabinet is that it is highly secure. The tool offers features to ensure compliance with data and privacy protection laws, including HIPAA, FINRA, etc. This makes it a go-to choice for businesses in industries where compliance is mandatory, such as healthcare services, financial and legal services.

    Screenshot of the eFileCabinet Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Very user-friendly, with a simple and intuitive user interface
    • Highly secure, despite being one of the more affordable options
    • Useful training and in-app help resources make getting started quick and easy
    • Sharable links and permissions, with expiration dates
    • Flexible software that can be used for a variety of use-cases

    Cons:

    • Certain integrations are complicated to set up
    • Doesn’t work as well on Mac as it does on PC
    • Support services can be slow and lack expertise

    Review Scores

    G2 Crowd: 4.3/5 Stars from 317 Reviews

    Capterra: 4.4/5 Stars from 863 Reviews

    Pricing

    Website

    Website: efilecabinet.com

    4. Spaces by Teamwork

    Teamwork Spaces is a knowledge management tool for collaboration, project, and document management. It is designed to be used by everyone from in-house teams to agencies that collaborate with numerous third parties and clients.  As a highly flexible software, it can be used for everything from simple document sorting, storing, and retrieval, to sprint planning, managing client projects, and executing marketing campaigns.

    Spaces integrates with other Teamwork products, as well as third-party services like HubSpot. It can be used to manage all types of content, including images and media files, and allows for detailed but streamlined collaboration on any project or document.

    Screenshot of the Teamwork Spaces Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Highly detailed and allows for detailed, precise work on complex documents and content
    • Includes a huge number of features, including time tracking, assignments and sub-assignments
    • Scalable solution that can be used for both simple and complex applications as needed
    • Tracks change so revisions can be reviewed and changes made appropriately
    • Excellent templates provided
    • Service and support are excellent

    Cons:

    • User interface is detailed and complicated for inexperienced users
    • Search and filtering options are limited
    • Limited reporting and analytics options

    Review Scores

    G2 Crowd: 4.4/5 Stars from 958 Reviews)

    Capterra: 4.5/5 Stars from 697 Reviews

    Pricing

    • Free Trial: 30 Days
    • Starter: $10/month for 5 users and 30 pages
    • Pro: $5/month for unlimited users (minimum 6 users) and unlimited pages
    • Enterprise: Contact Teamwork Spaces for a custom quotation

    Website

    Website: teamwork.com/spaces

    5 Learning Management Software

    Learning management software is designed to help organizations store, track, and deliver all their educational and professional development materials. This makes them one of the most important types of knowledge management tools to have in any organization.

    The system holds all the training, guides, courses, and certification materials that an organization needs to transfer knowledge, skills, and expertise, and makes them easily accessible.

    Here are some of the top learning management software solutions you should consider for your business:

    1. Docebo

    Docebo is an award-winning learning management software that caters to medium and large size enterprises. The AI-based Docebo Learning Suite is designed to help you create and deliver engaging learning material to employees, partners, and customers.

    Docebo is available in more than 25 languages and offers more than 400 integrations. It is an ideal tool for organizations that need a solution they can lug directly into their existing tech stack. Docebo also offers analytics and reporting to help you understand the efficacy and impact of your training programs, and how to improve them.

    Screenshot of the Docebo Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Great sales and after-sales service and support
    • Extensive training material provided to users
    • Very user-friendly and the interface is customizable so you can make it exactly how you need it to be
    • Versatile, flexible, and highly customizable
    • Includes options for course development within the platform, such as quizzes, surveys, and HTML pages for content
    • Built-in gamification and engagement features

    Cons:

    • May be too expensive for smaller companies
    • Updates sometimes cause glitches with integrations
    • Management oversight options are limited for industries where skills validation is essential, like healthcare

    Review Scores

    G2 Crowd: 4.4/5 Stars from 294 Reviews

    Capterra: 4.2/5 Stars from 114 Reviews

    Pricing

    Website

    Website: docebo.com

    2. Travitor

    Travitor is a learning management software that is ideal for organizations of all sizes. It offers a simple platform that allows you to create, deliver and monitor training programs. The software is great for onboarding employees and customers, continued learning programs, and monitoring training progress for compliance across various departments.

    Travitor comes with hundreds of courses included, as well as an easy interface to create and customize your own courses. It offers several integrations, such as Slack, BambooHR, Microsoft, and G Suite.

    Screenshot of the Travitor Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Very user-friendly interface
    • Excellent customer service
    • Adding and altering courses is easy
    • Automated email reminders and notifications
    • Detailed reporting and analytics

    Cons:

    • Limited customization options
    • Admin dashboard can be tricky to navigate

    Review Scores

    G2 Crowd: 4.0/5 Stars from 7 Reviews

    Capterra: 4.4/5 Stars from 44 Reviews

    Pricing

    • Free Trial: 7 Days
    • Team: $9.99 per user per month (minimum 10 users)
    • Pro: Contact Travitor for pricing (minimum 100 users)
    • Enterprise: Contact Travitor for pricing (minimum 1000 users)

    Website

    Website: travitor.com

    3. Thought Industries

    Thought Industries is learning management software for enterprise organizations, with a focus on B2B customer training.  The platform allows enterprises to develop, deliver and manage their client-training materials for onboarding, skills development, and technical support.

    It also allows for the development and delivery of monetized courses, handling everything from enrolment to completion.

    Thought Industries supports engaging learning materials and activities, such as webinars, live events, online courses, and training programs. It also offers gamification and other incentive-based engagement tools. As an LMS, it is one of the most comprehensive tools available, with the flexibility to be used for in-house training, customer training, and monetized training to the public.

    Screenshot of the Thought Industries Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Excellent customer support
    • Panorama feature allows you to see and manage several different course/client ‘silos’ and provide customized experiences
    • Analytics and reporting features
    • The platform does everything needed to build a course from scratch with no other software tools needed
    • Supports selling your courses and other creator’s courses online
    • Highly customizable and easy to create unique courses for different markets
    • Sophisticated and engaging elements available, life flip cards, hot spots, and slideshows

    Cons:

    • Analytics and reporting are not always 100% accurate
    • Admin dashboard can be tricky to use if the user also needs to be able to use the platform as a learner
    • Admin and reporting dashboards are not as simple or intuitive as some reviewers would like them to be

    Review Scores

    G2 Crowd: 4.5/5 Stars from 62 Reviews

    Capterra: 4.6/5 Stars from 78 Reviews

    Pricing

    Website

    Website: thoughtindustries.com

    4. Tovuti LMS

    Tovuti is a scalable, cloud-based, learning management software for organizations and course creators of all sizes. It provides all the tools need to create, deliver and track your e-learning courses and training programs.

    Tovuti is equipped with integrations for e-commerce so you can sell your courses and subscriptions, with no limit on the number of courses you can offer. The platform also allows you to create and manage offline events, with ticketing and registration payments included.

    Learners get a personalized dashboard that displays all their learning materials, courses, and achievements. It offers close tracking of courses and how learners interact with the content, as well as detailed reporting.

    Screenshot of the Tovuti Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • User-friendly and intuitive interface for both creators and end-users
    • Robust analytics and reporting
    • All-in-one solution for creating content in a variety of formats, including video and video editing
    • Fast and knowledgeable support
    • Highly customizable
    • Great templates and formats to choose from

    Cons:

    • Video is unstable on slow networks
    • Pricing can be high for smaller businesses or those who do not need all the functions it offers

    Review Scores

    G2 Crowd: 4.6/5 Stars from 165 Reviews

    Capterra: 4.9/5 Stars from 75 Reviews

    Pricing

    • From $700/month for 0 to 50 users, excluding set up fees

    Website

    Website: tovutilms.com

    5. Cornerstone LMS

    Cornerstone Learning and Development is an LMS solution for large enterprises and public administration organizations. It is a good choice for compliance-focused industries like government, healthcare, finance, and manufacturing.

    The platform is designed to help organizations provide engaging, personalized training and development programs. It offers everything needed to develop, distribute and monitor the use of training courses throughout the organization.

    Cornerstone offers in-depth management and monitoring features, which make it easy to monitor essential competencies and compliance in highly regulated industries.

    Screenshot of the Cornerstone Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Incredibly user-friendly and easy to administer
    • Scalable, flexible, and offers a wide variety of course types and formats
    • It can be used for numerous tasks, including performance reviews, training, and hiring processes
    • Comprehensive online help materials, a large user community forum, and knowledgeable technical support
    • Numerous integrations, including LinkedIn

    Cons:

    • User interface can be inconsistent and complicated for some functions like reporting
    • Not ideal for e-commerce and selling your courses
    • Technical support can be slow

    Review Score

    G2 Crowd: 4.1/5 Stars from 464 Reviews

    Capterra: 4.3/5 Stars from 204 Reviews

    Pricing

    Website

    Website: cornerstoneondemand.com

    5 Customer Relationship Management Software

    Having easy access to all the relevant information about your customers is critical for providing great customer experiences, personalized interactions, and streamlined support.

    Customer Relationship Management (CRM) software is designed to simplify and streamline all the processes involved in gathering, storing, transmitting customer data in a way that is easy to understand and quick to access, at every stage of the sales cycle.

    As such, CRMs are some of the most important knowledge management tools for revenue growth and long-term success in commerce.

    CRM software is sales-specific. It tracks leads through the entire sales funnel, consolidates customers’ communication and transaction histories, and facilitates timely and relevant communication throughout the customer lifecycle.

    CRM software acts as a single, cohesive database of all your customer information, that be easily accessed and understood by sales personnel.

    These are some of the top CRM software options to consider for your business:

    1. HubSpot CRM

    HubSpot CRM is a platform designed for businesses of all sizes, which can be easily scaled up or down, depending on your needs. It allows you to track and monitor leads and customers at every stage of the customer their journey.

    One of the biggest benefits of HubSpot’s CRM, especially for smaller organizations, is that it offers a free package with all the basic tools needed to start out using a CRM and improve your customer experience. Free features include forms for lead capture and email marketing, dynamic lists, and a live chat function.

    HubSpot CRM allows you to aggregate all your customer information and see a single view of every customer. It tracks a huge number of data points, from activity, communication history, website activity, and engagement, to list memberships, colleagues, and personal information.

    HubSpot CRM integrates with most platforms, allowing you to populate your CRM directly from all your customer touchpoints, including social media and your website.

    creenshot of the HubSpot CRM Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • User-friendly, customizable, and highly versatile
    • Easy to add modules to scale your CRM with only what you need
    • Great customer service and technical support
    • Free version offers a comprehensive set of functions and features
    • Able to set up sequences, reminders, and tasks to be completed
    • Robust analytics and reporting features
    • Includes functions for marketing and email marketing, as well as lead/customer tracking

    Cons:

    • Can be a little complicated to use for beginners
    • Setting up initial integrations can be challenging
    • Some automated features cannot be manually overridden
    • Only tracks duplicate accounts based on email addresses so if they have more than one email address it will not flag it as a duplicate account based on name or phone number
    • Analytics and reporting can be hard for beginners to master

    Review Scores

    G2 Crowd: 4.4/5 Stars from 8264 Reviews

    Capterra: 4.5/5 Stars from 3014 Reviews

    Pricing

    • Free Trial: Free Forever Version Available
    • Starter: $50/month for 2 paid users ($25/month per additional user).
    • Professional: $500/month for 5 paid users ($100/month per additional user).
    • Enterprise: $1200/month for 10 paid users ($120/month per additional user)

    Website

    Website: hubspot.com

    2. Salesforce Sales Cloud

    Salesforce Sales Cloud is a cloud-based CRM software for businesses of all sizes, in all industries. It includes tools that allow you to manage contracts, automate sales processes, track and manage leads and customers at every stage of the customer lifecycle.

    Useful functions include analytics, reporting, and sales forecasting, as well as actionable insights to streamline customer management and prioritize tasks.

    Salesforce Sales Cloud is a good choice for industries that involve managing projects, budgets, suppliers, and partners as well as customers. It is highly customizable and can be adapted for just about any use case.

    Screenshot of the Salesforce CRM Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Great for managing notes and information from calls to a call desk/help desk
    • User-friendly interface that is highly customizable
    • Robust set of software integrations that allow for greater monitoring and information capture from many sources
    • Versatile tools that can be used for everything from lead management to marketing campaigns
    • Detailed analytics and customizable reporting that can be automated
    • All-in-one solution that works for every stage of the customer journey and had many additional features

    Cons:

    • Some reviewers found it difficult to master integrations and customizations
    • Expensive option for smaller businesses
    • Some users found they needed integrations with other Salesforce programs and third parties to get full functionality
    • Complex and cumbersome for beginners, requires a lot of initial setup processes before you can use it
    • Customer service is slow if dealing with just the CRM

    Review Scores

    G2 Crowd: 4.2/5 Stars from 14438 Reviews

    Capterra: 4.4/5 Stars from 16648 Reviews

    Pricing

    • Free Trial: 30 Days
    • Essentials: $25/month per user (billed annually)
    • Sales Professional: $75/month per user (billed annually)
    • Enterprise: $150/month per user (billed annually)
    • Unlimited: $300/month per user (billed annually)

    Website

    Website: salesforce.com/products/sales-cloud

    3. Pipedrive

    Pipedrive is a simple but powerful CRM tool designed to manage sales pipelines from end to end. It helps you streamline and manage your sales process by easily importing leads, assigning relevant salespeople to them, and then tracking leads throughout the sales cycle.

    Pipedrive is a fully customizable and highly flexible CRM software. It can be set up to suit a wide variety of industries and sales processes.

    In addition to tracking, reminders, and lead/customer data gathering, Pipedrive offers great analytics and reporting. These insights support effective, data-based, sales strategy development, implementation, and monitoring.

    Compared to other CRMs Pipedrive is a simple tool that offers sales process management, analytics, and reporting.

    Screenshot of the Pipedrive CRM Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Very easy and intuitive to use
    • Helpful and knowledgeable support
    • Numerous, customizable fields make for accurate and effective functions
    • You can add multiple deals to an organization if they have several income streams
    • Tracking and reminders for every stage of the process
    • Customer lists can be segmented for email marketing and re-engagement
    • Simplifies the management of complex sales processes and saves time compared to other CRMs

    Cons:

    • Limited marketing features and limited automation features for email marketing campaigns
    • Workflows are limited to 10 steps and one trigger per step, which means setting up more than one workflow if you have a complex sales pipeline or very long lead nurturing duration
    • Can be quite slow and buggy at times
    • Poor after-sales service and support if extensive training is needed

    Review Scores

    G2 Crowd: 4.2/5 Stars from 1486 Reviews

    Capterra: 4.5/5 Stars from 2369 Reviews

    Pricing

    • Free Trial: 14 Days
    • Essential: $15/user per month
    • Advanced: $29/user per month
    • Professional: $59/user per month
    • Enterprise: $119/user per month

    Website

    Website: pipedrive.com

    4. Freshsales CRM by Freshworks

    Freshsales is an all-in-one CRM solution for sales teams of all sizes. It is designed to be a full sales automation software that helps you attract leads, nurture them through the sales process, and engage all leads and customers in contextually relevant communication.

    Freshsales incorporates email, phone, and instant chat, and provides AI-powered data, analytics, and reporting. It also offers useful marketing automation and email marketing automation. It is easy to use and fully customizable to suit your needs.

    One of the best things about Freshsales is that it is a great stand-alone CRM tool that does not reply on integrations with numerous other tools to function.

    This makes it a good choice for smaller businesses and start-ups, as it can do more than just sales automation but doesn’t come with an overwhelmingly broad and complex set of functions.

    Screenshot of the Freshworks CRM Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Useful industry-specific setups
    • Responsive customer support that is available 24/7
    • Great options for filtering and setting default views
    • Intuitive and user-friendly
    • Less expensive option than competitors
    • Integrates with Google Calendar, which many others do not
    • Easy to customize, even for those with little technical skill
    • Functions take care of all basic sales and marketing functions without additional tools needed

    Cons:

    • Filtering for account and contact levels can only be done separately
    • Bugs and slow loading time in some regions
    • Free version features are limited
    • Capped number of workflows, parent/child accounts, and monthly emails
    • Sending emails from different addresses or domains is difficult
    • Challenging to use initially and not always intuitive
    • Customer support is slow and several reviewers noted rude interactions with support staff

    Review Scores

    G2 Crowd: 4.5/5 Stars from 6020 Reviews

    Capterra: 4.6/5 Stars from 483 Reviews

    Pricing

    • Free Trial: Free Forever Plan
    • Growth: $18/user per month
    • Pro: $47/user per month
    • Enterprise: $83/user per month

    Website

    Website: freshworks.com/crm

    5. Zoho CRM

    Zoho CRM software is a great choice for businesses of any size, from small to very large enterprises. It is a fully customizable CRM that can be adapted to any industry and sales cycle.

    Zoho CRM provides a bird’s eye view of overall sales, customers, and accounts. It provides everything needed to attract and nurture leads, provide great customer experiences and retain and re-engage your customers.

    Core features include contact and sales pipeline management, workflow automation, inventory management, marketing campaign management, in-depth analytics, reporting and sales forecasting, and over 500 integrations with popular business software tools.

    Screenshot of the Zoho CRM Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Numerous options to contact leads and customers, including an application to send messages through WhatsApp
    • All-in-one solution that can be tailored to your specific business needs
    • Robust analytics and detailed reporting
    • Very good customer service and technical support
    • Simple user interface
    • Robust sales and marketing automation features
    • Integrates well with a huge number of other software tools

    Cons:

    • Features are a bit basic/less sophisticated than some competitors
    • Slow and syncing between CRM and accounting can be time-consuming
    • Lacks more advanced insights such as email tracking
    • Some reviewers noted that it was not very user-friendly, especially for ‘non-tech savvy’ users

    Review Scores

    G2 Crowd: 4.0/5 Stars from 2077 Reviews

    Capterra: 4.3/5 Stars from 5350 Reviews

    Pricing

    • Free Edition: 3 free users and limited functions
    • Free Trial: 15 Days (Standard, Professional, Enterprise, Ultimate Plans)
    • Standard: $18/user per month
    • Professional: $30/user per month
    • Enterprise: $45/user per month
    • Ultimate: $55/user per month
    • Zoho CRM Plus Edition: From $750/user per month (billed annually) with a 30-day free trial

    Website

    Website: zoho.com/crm

    3 Decision Support Software

    Decision support software is designed to implement a decision support system (DSS), which involves the analysis of huge datasets to support informed, data-driven, business decisions.

    Software for your DSS can manage any type of data, depending on your business type. DSS software is commonly used to inform decisions on marketing and sales, support and customer care, as well as internal business processes.

    Making data-driven decisions allows you to implement precise and effective strategies to drive growth, improve efficiency, and achieve your revenue goals.

    The following decision support software are all great knowledge management tools that you should consider:

    1. Directorpoint

    Directorpoint is a leading cloud-based management software for boards of directors and executive teams. It is designed for use in small, medium, and large size organizations, as well as non-profits and charities.

    Key features are designed to simplify and streamline the management of committees and meetings, including administration for calendar management, meeting agendas and minutes, attendance records, polls, surveys, voting, and signatures.

    Dirtectorpoint functions as a central portal for all board-related communication and collaboration, with features for adding notes, comments, and uploading documents. It also has a member directly with contact information and locations.

    Screenshot of the Directorpoint Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Easy to set up and very user-friendly
    • Well designed and thought-out
    • Affordable pricing plans
    • Full suite of features that make it a versatile tool

    Cons:

    • Customer support can be slow
    • Limited email integrations

    Review Scores

    G2 Crowd: 4.5/5 Stars from 1582 Reviews

    Capterra: 4.5/5 Stars from 1582 Reviews

    Pricing

    • Free Trial: None
    • Standard: $30/user per month (billed annually)
    • Public Corporations: $45/user per month (billed annually)
    • Non-profit Charities: $15/user per month (billed annually)

    Website

    Website: directorpoint.com

    2. Riskturn

    Riskturn is a cloud-based financial planning tool designed for organizations of all sizes, across a wide range of industries, including research and development, and financing providers.

    Key features include built-in cashflow templates, financial forecasting based on different financial and time-bound variables. It integrates with third-party programs like Excel and data can be displayed with charts, graphs, and graphics.

    Riskturn allows users to create projects and set timelines for different phases of each project. They can run Monte-Carlo simulations based on set probabilities and impact values for potential risks. It also allows for user sharing and collaboration.

    Riskturn is a great tool for making financial and budgetary decisions based on current and accurately projected data.

    Screenshot of the Riskturn Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Easy to use
    • Highly accurate and detailed
    • Nice visual representations that are easy to understand
    • Accommodates a very high number of variables for predictions
    • Secure data storage and easy data auditing

    Cons:

    • Requires a strong and consistent internet connection to work well
    • No/limited Integrations with other software tools

    Review Scores

    G2 Crowd: No G2 reviews (scores 4.64/5 Stars from 11 Reviews on Software Advice)

    Capterra: 4.6/5 Stars from 11 Reviews

    Pricing

    • Free Trial: None
    • Professional: $95/month, single user
    • Enterprise on Premises: Price on Request, minimum 5 users
    • Enterprise Cloud: Price on Request, minimum 5 users

    Website

    Website: riskturn.com

    3. Airfocus

    Airfocus is a decision support software tool designed to provide the insights needed for product managers and teams to develop their strategies and create the right products.

    It is a flexible, modular, solution that facilities the management and communication of product development strategies, as well as task and decision prioritization.

    Airfocus is customizable to suit any business and can be scaled to meet changing or growing needs, without disrupting workflows.

    It offers useful integrations with Jira, Trello, Asana, Azure DevOps, Shortcut/Clubhouse, Microsoft Planner, GitHub, and Zapier.

    Screenshot of the Airfocus Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Easy to use and quick to set up
    • Good basic templates that are easy to customize
    • Offers useful integrations with other software tools commonly used in product development
    • Lightweight and simple to use compared to tools like Wrike or ClickUp
    • Flexibility and ability to add custom fields
    • Consolidated overviews and full product roadmaps

    Cons:

    • Sharing options could be improved
    • Lacks some collaboration features and notifications for comments etc.
    • Roadmaps can get visually cluttered and hard to read when a lot of info is added
    • Missing KPIs

    Review Scores

    G2 Crowd: 4.4/5 Stars from 95 Reviews

    Capterra: 4.5/5 Stars from 95 Reviews

    Pricing

    • Free Trial: 14 Days
    • Essential: $15/editor per month
    • Advanced: $49/editor per month
    • Pro: $89/editor per month
    • Enterprise: Custom Pricing (billed annually)

    Website

    Website: airfocus.com

    4 Social Communication Software

    One of the most valuable sources of knowledge within any organization is the knowledge shared between employees when they engage with one another in any setting.

    When it comes to knowledge management tools, tools for communication and collaboration are critical for generating knowledge, sharing it, and capturing it for future use.

    Knowledge management tools all center around the collection and sharing of information, and social communication tools are the best way to make that information accessible to everyone.

    Social communication tools are designed to facilitate easy sharing of information, in a variety of formats to be most accessible for different roles and functions within your business, and categorized, logged, and stored for future use.

    These four tools will help you do all of the above and foster a culture of knowledge sharing and skills development within your organization:

    1. Samepage

    Samepage is a knowledge management tool designed to help internal and external teams, of all sizes, manage projects, communicate, collaborate, and share ideas effectively and efficiently.

    The platform facilities the management of files, tasks, and calendars, and supports the use of videos, maps, and diagrams within team conversations that are consolidated in one place. All edits can be tracked, while multiple users work together.

    Communication does not rely on email and Samepage provides video and text chat services for individuals and teams from within the platform.

    Screenshot of the Samepage Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Intuitive and easy to use
    • Customizable for users and admins
    • Makes collaborating simple because everything is in one place changes are tracked
    • Can set permissions and access levels to maintain data privacy and security
    • Works well for creative applications, not just commerce
    • Free sharing with clients, and they do not need to download anything to view
    • Reasonable pricing and good value for money

    Cons:

    • Tasks and organizations cannot be edited after execution
    • Notifications for active chats will still go to email and fill up the inbox
    • Limited integrations with other software tools (supports Zapier only)
    • Structured so that teams are established before projects which some reviewers felt was ‘back to front’

    Review Scores

    G2 Crowd: 4.5/5 Stars from 214 Reviews

    Capterra: 4.8/5 Stars from 816 Reviews

    Pricing

    • Free Forever: Unlimited users (limited features and storage)
    • Standard: $7.50/user per month
    • Pro: $9.00/user per month

    Website

    Website: samepage.io

    2. Blink

    Blink is designed for communication with frontline workers in industries like healthcare, facility management, and transportation services. It is especially good for teams or employees that are geographically separated or mobile, keeping them connected and in the loop at all times.

    Blink is a simple platform that acts as a secure, unified portal to access everything your team needs. Workflows, timetables, conversations, and important notifications can all be handled within the platform.

    Screenshot of the Blink Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Great for remote working teams as all important documents and information can be found in the app
    • Allows for fast, real-time, information sharing and important notifications to be accessed on the move
    • It feels like a social media app and is engaging to use
    • Customizable pages to suit specific organizational needs
    • Fast and helpful customer support and technical assistance

    Cons:

    • No built-in forms
    • Customizations are limited for experienced users with detailed needs
    • Hidden costs that could be more clearly communicated
    • Integrations are mainly through Zapier and limited for non-Zapier products

    Review Scores

    G2 Crowd: 4.6/5 Stars from 133 Reviews

    Capterra: 4.7/5 Stars from 107 Reviews

    Pricing

    • Essential: $3.40/user per month
    • Business: Price on Request
    • Enterprise: Price on Request
    • Enterprise Plus: Price on Request

    Website

    Website: joinblink.com

    3. DialMyCalls

    DialMyCalls is a social communication software that allows for streamlined bulk and emergency messaging via phone, text/SMS, and emails.  emergency notifications to a group of people in seconds.

    It is used by all kinds of businesses and organizations, including utility companies, schools, churches, sports teams, and private businesses. Anyone with a large number of people to notify instantly can use DialMyCalls to do it.

    DialMyCalls’ app can be accessed from any computer or smartphone, and also offers a toll-free number to broadcast messages.

    Screenshot of the DialMyCalls Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • Easy to use and setup
    • Multiple methods to send messages
    • You can use the app to send notifications on the go
    • Cost-effective solution
    • Does exactly what it promises to do
    • Customer support is good

    Cons:

    • Mobile app can be hard to use to setup message sending
    • Images downloads can be slow
    • Pay as you go credit system is a bit confusing
    • Occasional lags and glitches

    Review Scores

    G2 Crowd: 4.8/5 Stars from 461 Reviews

    Capterra: 4.8/5 Stars from 50 Reviews

    Pricing

    • Standard Monthly Plan: From $7.45 for 25 contacts
    • Premium Monthly Plan: From $8.99 per month for 150 credits
    • Pay As You Go: From $10.00 for 140 credits
    • Custom Plans: Contact DialMyCalls for a Custom Quotation

    Website

    Website: dialmycalls.com

    4. Bitrix24

    Bitrix24 is an award-winning communication and collaboration platform, designed for small businesses and companies, as well as remote teams. It is cloud-based or on-premises, depending on your needs.

    Bitrix24 offers a full suite of tools, which include tools for communication and social collaboration, task and project management, and employee engagement. It also offers group chats and shared calendars, as well as a host of other features.

    Screenshot of the Bitrix24 Knowledge Management Tool's Homepage

    Pros & Cons

    Pros:

    • User-friendly and intuitive interface
    • Includes task assignment, time tracking, and deadline tracking for induvial users
    • Mobile option for iOS and Android
    • Allows for unified chats, collaborations, and file sharing
    • Tracks changes to documents and shows revisions
    • Useful for HR functions such as onboarding and employee exiting
    • Video conferencing features within the platform are useful for remote team management

    Cons:

    • Slow customer support
    • Can be challenging for new users to get the hang of it
    • Time tracking features are buggy and not easy to use
    • The site is heavy on computer storage and memory

    Review Scores

    G2 Crowd: 4.1/5 Stars from 433 Reviews

    Capterra: 4.0/5 Stars from 499 Reviews

    Pricing

    • Free: Unlimited users (limited features)
    • Basic: $49/month for 5 users
    • Standard: $99/month for 50 users
    • Professional: $199/month for unlimited users

    Website

    Website: bitrix24.com

    Final Thoughts on Knowledge Management Tools

    Good knowledge management tools are the key to implementing an effective, meaningful, and sustainable knowledge management system in your organization!

    Knowledge management systems are an important way for businesses and organizations to make the most of their organizational intelligence, expertise, and experience.

    When everyone in an organization has easy access to the information they need, the organization as a whole is better informed, more effective, and more efficient.

    This makes knowledge management tools a critical component of organizational growth and long-term success in the highly competitive modern economic environment.

    Frequently Asked Questions

    What is knowledge management?

    Knowledge management is the deliberate process of ensuring that organizational skills, expertise, and accumulated knowledge are defined, structured, and organized in an easily accessible way. This allows for organizational knowledge to be shared, expanded, and retained. Read the full review for more on knowledge management and the best tools to use.

    What are knowledge management tools/software?

    Knowledge management tools are essential for running an effective knowledge management system. They include Document Management Software, Learning Management Software, Customer Relationship Management Software, Decision Support Software and Social Communication Software. Check out the full review for the best tools to use in your business.

    What are the benefits of knowledge management?

    Knowledge management allows organizations to make informed decisions quickly. It also creates a smarter, more effective and more efficient workforce, which benefits the company as a whole. Valuable knowledge is also retained not lost when people leave the company. Read the full review for more detail on the importance and benefits of knowledge management.

    References

    Core Project Advisory: What’s the Difference between Knowledge Management, Document Management, and Document Control?

    Corporate Finance Institute: Decision Support System (DSS)

    Deloitte Insights: Knowledge Management – Creating Context for a Connected World

    Forbes: Why Knowledge Management Is Important to the Success of Your Company

    Investopedia: Customer Relationship Management (CRM)

    Oxford Review: Why You Really Need to Align Your Learning and Knowledge Management

    Research Gate: A Social Software Strategy for Knowledge Management and Organization Culture (Pdf)

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