Enterprises are a source of abundant knowledge. All those customer support tickets, email drafts, marketing reports, and coding repositories are treasures. But, due to the absence of a structured process, most of this information is scattered across. No wonder employee productivity is drowning within numerous data silos in enterprises.
But investing in a knowledge management tool can easily end such productivity struggles. A survey by IDC conducted among large companies (500+ employees) provides some interesting insights into the benefits of knowledge management tools. It shows that 39% of respondents observed improved business executions with a knowledge management system.
However, selecting the right category of knowledge management tool makes a real difference.
Do you need an AI knowledge management tool, a knowledge base, or a content management system?
Without finding these answers, investing in knowledge management software isn’t the best idea. In this article, we will list the five knowledge management system categories and tool examples for each to simplify your decision-making process.
Let’s go!
What are Knowledge Management Tools?
A knowledge management tool simplifies creating, locating, managing, and sharing any type of knowledge among employees and customers. By integrating knowledge-sharing software with your existing tech stack, you can capture, store, and utilize information in the best way possible.
Different tools have different approaches toward knowledge management and handling knowledge assets. We will discuss them in more detail in the next section.
Why do enterprises need a knowledge management software?
Enterprises need a knowledge management tool to:
- Improve employees’ productivity by allowing them to access the right knowledge assets at the right time
- Save excess overhead costs spent on manual searches and encourage employees to shift their focus to more meaningful work
- Improve organization-wide collaboration between cross-functional teams to improve remote work culture
- Promote a learning environment to reduce the ramp-up time of new employees with the availability of real-time knowledge repositories
5 Knowledge Management Tools by Categories and Use Cases
We have shortlisted five of the best knowledge management tools for five different categories. The list goes like this:
- Best AI-powered search and knowledge management tool: Findr
- Best knowledge base: Notion
- Best collaboration tool: ClickUp
- Best content management tool: WordPress
- Best learning management system (LMS): Absorb
Before explaining each tool in detail, here’s a quick sneak peek into their use cases and pricing:
Category #1: AI-powered knowledge management and search tool
AI-powered knowledge management and search tools capture, organize, and make accessible an organization's collective knowledge across various platforms. It provides universal search capabilities, allowing users to quickly find information from multiple sources such as emails, documents, and chat histories. The AI component can answer work-related questions instantly, analyze critical data, and create new documents with source references.
These tools aim to reduce search time and transform scattered data into a unified, easily accessible knowledge ecosystem.
Findr
Findr is an AI-powered knowledge management and search tool that centralizes all your data and offers powerful AI search to find what you're looking for in seconds.
With Findr, you can search for data across all apps, databases, emails, Slack messages, and more. Ask Findr your work-related questions to get quick, accurate responses and create new docs with source references.
The platform also allows you to build custom AI assistants tailored to your needs. You can train them on selected datasets to get instant; relevant answers drafted straight from the knowledge base.
Findr integrates with unlimited tools. It has built-in Slack, Clickup, Notion, Teams, Zendesk, and more integrations.
Findr prioritizes security with features like real-time APIs with no data retention and role-based user access controls. It is also ISO and SOC 2 certified.
Key features:
- Universal search to collect topic references in one place and save time spent in search
- Create custom AI assistants tailored to specific needs
- Get instant and accurate answers to work-related queries
- Role-based access controls to limit data access
- Connect multiple accounts and search across apps from one platform
- Real-time search APIs to collect data from different sources without retention
- Product roadmaps to track task progress
- Quick and hassle-free setup
- Data becomes instantly available without manual intervention
- Connect multiple accounts per app
- Unlimited integrations
- Generate blogs, notes, and documents with AI-led content generation
- Host Findr from anywhere you want with a self-hosting feature
- Access information easily without breaking workflows with a desktop app
Category #2: Knowledge base
A knowledge base is the single source of truth that stores and organizes an organization's collective knowledge and information. It is a comprehensive repository for employees or customers to access relevant data, documents, procedures, and best practices. Knowledge bases aim to streamline information retrieval, reduce search time, and improve decision-making processes.
Notion
Notion is a versatile workspace that combines note-taking, document creation, and project management capabilities. It allows you to create an internal knowledge base that makes information instantly accessible. Notion's flexibility and collaborative features make it an excellent choice for teams looking to centralize their workspace and manage various types of content.
With Notion, you can create rich, interconnected pages that serve as a comprehensive knowledge repository. Its database feature allows you to structure and organize information in various ways, making it adaptable to different team needs and workflows.
Notion's strength lies in its ability to combine different types of content—from simple notes to complex project trackers—within the same platform. This makes it particularly useful for teams managing content creation and project workflows.
Key features:
- Flexible content creation with rich text editing and multimedia support
- Nested pages and databases for organized structure
- Real-time collaboration with comments and mentions
- Powerful search functionality for quick information retrieval
- Customizable templates for quick setup of common knowledge base structures
- Linking between pages and databases to create interconnected knowledge
- Permissions control for secure information sharing
- Sidebar navigation for easy browsing
- Notion API for custom integrations and workflows
- Embeddable content for sharing on external websites
Category #3: Collaboration tool
A collaboration tool enhances teamwork and information sharing within. It integrates with knowledge management systems to provide features like AI search across multiple apps, real-time document editing, and instant communication.
Collaboration tools create a unified workspace where employees can easily find, share, and act on critical information by consolidating information from various sources like emails, chats, and documents.
ClickUp
ClickUp is a comprehensive project management and collaboration platform offering robust knowledge management capabilities. It provides a centralized workspace where teams can manage tasks, collaborate on projects, and store important information. ClickUp's ability to integrate project management with knowledge sharing makes it an excellent choice for teams to streamline workflows and organize information.
Key features:
- Customizable task management with multiple view options (List, Board, Calendar, etc.)
- ClickUp Docs for creating and sharing documents, wikis, and knowledge bases
- Real-time collaboration with comments, mentions, and chat functionality
- ClickUp Brain AI for intelligent search across all connected data
- Proofing and annotations for visual feedback on files
- Organizational structure with Spaces, Folders, and Lists for easy navigation
- Integration between tasks and knowledge base content
- Custom fields and automations for tailored workflows
- Access controls and permissions for secure information sharing
- Extensive integrations with other tools and apps
Category #4: Content management tool
A content management tool enables the creation, organization, and distribution of organizational content across digital platforms. It typically offers universal search, AI-assisted content generation, and integration with various apps and data sources. They often include collaborative editing capabilities, version control, and the ability to categorize and retrieve information quickly.
WordPress
WordPress is a widely used, open-source content management system (CMS) that powers most websites. It offers a user-friendly platform for creating and managing various types of websites, from simple blogs to complex e-commerce sites. While not primarily designed as an enterprise search or AI-powered knowledge management tool, WordPress can be adapted to serve as a knowledge base or internal documentation system with the right plugins and configurations.
Key features:
- User-friendly dashboard for easy content management
- Gutenberg block editor for intuitive content creation and editing
- Thousands of themes and templates for customizable design
- Over 50,000 plugins for extended functionality
- SEO-friendly architecture with additional optimization plugins available
- Scalable platform suitable for websites of all sizes
- A large community providing support and resources
- Regular updates and security features
Category #5: Learning management system
A Learning Management System (LMS) simplifies educational content creation, delivery, and tracking. It centralizes learning resources, making them easily accessible to employees. It enables companies to develop customized training programs, courses, and assessments while providing features for progress tracking and performance analysis.
Absorb
Absorb LMS is a robust learning management system that combines advanced training delivery with effective knowledge management. It offers a versatile platform for organizations to create, manage, and deliver learning content while fostering a culture of continuous learning and knowledge sharing. Absorb stands out for its user-friendly interface, customization options, and AI-powered features that enhance the learning experience.
While not primarily an AI-powered search tool like Findr, Absorb LMS incorporates AI technology to personalize learning paths and streamline content creation. Its comprehensive approach to learning and knowledge management makes it an excellent choice for organizations prioritizing employee development and knowledge retention.
Key features:
- User-friendly course builder with role-based templates
- Learning paths for structured, goal-oriented training
- Mobile access through the Absorb Learn app for flexible learning
- Automated notifications to keep learners engaged and informed
- Detailed analytics and reporting for tracking progress and ROI
- White labeling options for brand consistency
- API and third-party integrations for seamless workflow
- AI-powered personalized learning paths
- AI-assisted content generation and summarization
- Centralized repository for training materials and resources
- Gamification and collaborative tools to boost engagement
- Support for instructor-led training and live sessions
- Assessment and quiz creation tools
Conclusion
Choosing the right knowledge management tool depends on your organization's specific needs. Whether you require AI-powered search, a collaborative workspace, a content management system, or a learning platform, options like Findr, Notion, ClickUp, WordPress, and Absorb LMS offer diverse solutions to enhance productivity, streamline information access, and foster knowledge sharing within your enterprise.
If an AI-based knowledge management and search tool is what you are looking for, our vote goes to Findr.
To see how it operates: Start using it for free.
FAQs
What are the types of knowledge management tools?
The main types of knowledge management tools discussed in this article are:
- AI-powered search and knowledge management tools (e.g., Findr)
- Knowledge bases (e.g., Notion)
- Collaboration tools (e.g., ClickUp)
- Content management systems (e.g., WordPress)
- Learning management systems (e.g., Absorb LMS)
What is the best tool for knowledge management?
The best knowledge management tool depends on your organization's specific needs. Findr is recommended for AI-powered search and knowledge management.
What do you mean by knowledge management tools?
Knowledge management tools help organizations create, organize, store, and share information effectively. They simplify capturing, managing, and utilizing knowledge assets across an enterprise. By making relevant information easily accessible to employees and customers, these tools improve productivity, enhance decision-making, and foster collaboration.
