Choosing the right knowledge management tool can make or break how your team shares information, onboards new employees, and scales operations, especially since research shows knowledge workers spend half their time on interactions that could be improved. With so many platforms available—from AI-powered search engines to simple documentation hubs—it's easy to feel overwhelmed by the options.

In this guide, we'll walk you through what knowledge management tools are, why they matter, and the top solutions available in 2025. You'll also learn how to evaluate tools based on your team's size and needs, explore real-world use cases across industries, and get practical advice on implementation. Whether you're building your first knowledge base or upgrading an outdated system, this article will help you find the right fit.

What are knowledge management tools?

Knowledge management tools are software platforms that help organizations capture, store, organize, and share information across teams. These tools transform scattered company knowledge into searchable, accessible resources that employees can find instantly when they need answers.

Why are knowledge management tools important?

Knowledge management tools offer a wide range of benefits, and each option has different strengths (and weaknesses). But here are the four key benefits that you should expect from whatever knowledge management tool you choose:

• Improve your profitability and efficiency

• Organize critical company information in a single source of truth

• Facilitate collaboration across teams, wherever they are

• Promote continuous learning

Types of knowledge management tools

Knowledge management tools come in six main categories, each serving different business needs:

• Document management: Store and organize files with version control

• Collaboration platforms: Enable real-time teamwork and knowledge sharing

• Content management: Create, edit, and distribute digital content

• Decision support: Analyze data for better problem-solving

• Social knowledge tools: Foster informal information sharing

• AI-powered systems: Deliver intelligent search and automated insights

Here's a helpful list of knowledge management tool types:

1. Knowledge bases

A knowledge base is a searchable information repository that stores your company's data for internal or external access. It serves to capture, manage, and organize key organizational information in order to help your teams or customers find the information they need, when they need it.

There are two types of knowledge bases. A machine-readable knowledge base stores data that can only be analyzed by artificial intelligence systems.

A human-readable knowledge base stores documents and physical texts that are accessible to people. Human-readable knowledge bases are more interactive, but searches are often more time-consuming.

2. Learning management systems (LMS)

Learning management systems help businesses build a strong foundation of knowledge management by allowing them to create customized training and educational programs.

Through this system, company leaders can design and manage lessons, courses, quizzes, and other training materials and deliver those resources to employees, students, or partners.

3. Knowledge-Centered Service® (KCS)

These tools support knowledge centered service, also known as knowledge-centered support, which describes how customer service and support teams access and use knowledge to deliver greater value to customers, employees, and stakeholders.

Each time a problem is solved in a KCS organization, that knowledge is stored in a way that is easily accessible to others.

KCS empowers everyone in the organization to share collective responsibility for maintaining the knowledge base and informs how people in the organization solve problems.

4. AI knowledge management

AI knowledge management tools can capture, filter, represent, or apply knowledge, and studies show that less experienced workers often experience the biggest gains from using AI, creating a "leveling up" dynamic. They include applications that can select, analyze, and classify text; conduct automated reasoning; and create visualizations – all of which can enhance decision-making capabilities.

AI can help organizations process human input, such as handwriting and voice recognition, using natural language processing.

These systems can also deal with "big data," traditionally deemed unwieldy and difficult to maintain, by using new methods for data storing such as decentralized blockchain.

5. Customer relationship management (CRM)

Designed to help all teams involved in marketing, sales, and customer service, CRM systems track prospect and customer information over the course of customer relationships.

Using a CRM, your company can track everything from the first contact with a prospect and how they came to you, to interactions they have with your sales team throughout the buying process, to repeated purchases.

This customer data is stored in the CRM tool, which your team can now access at any time to understand the context of the relationship and respond appropriately to any issues that may arise. This translates to a better customer experience.

6. Content management

Content management systems encompass the creation, management, and distribution of your organizational content on your company's intranet or website.

An effective content management system provides templates for publishing content, enables easy editing and metadata tagging, tracks changes and allows access to various versions of content, allows for collaborative work and parallel content development, integrates document management systems, and provides extensions and plug-ins for enhanced functionality.

How to choose the right tools for knowledge management

Choosing the right knowledge management tool requires evaluating six key factors:

• Primary use case: Internal processes, customer support, or training materials

• Team size: Small startup vs. large enterprise requirements

• Tech stack integration: Slack, Teams, Google Workspace compatibility

• Structure preference: Flexible (Notion) vs. guided (Guru, Trainual)

• User adoption: Interface simplicity and onboarding ease

• Growth planning: Scalability, permissions, and analytics needs

Here's how to evaluate each factor:

1. Identify your primary use case.
   Are you documenting internal processes? Building a customer-facing help center? Creating training materials for onboarding? Start by defining what type of knowledge you need to manage and who it's for.

2. Consider your team size and structure.
   Some tools are built for lean teams and startups, while others are optimized for large, distributed organizations. Think about how many people will use the platform and whether different teams need separate workspaces or access levels.

3. Map your existing tech stack.
   Look for tools that integrate with what you already use—Slack, Microsoft Teams, Google Workspace, Salesforce, and so on. The easier it is to connect your systems, the more value you'll get from your knowledge base.

4. Decide how much structure you want.
   Do you want a flexible tool like Notion where you can build your own systems, or something more guided like Guru or Trainual with built-in templates and verification workflows? Your team's preferred working style matters here.

5. Evaluate user experience and adoption.
   Even the most powerful platform won't help if people don't use it. Look for tools with intuitive interfaces, smart search, and easy onboarding so employees can start contributing and finding answers quickly.

6. Plan for growth.
   Make sure the platform can scale with you. Consider things like permissioning, content management workflows, analytics, and how well the tool supports multiple teams or business units over time.

By walking through these steps, you'll not only narrow down your list—you'll also be set up to choose a tool that delivers long-term value and actually gets used by your team.

The top 20 knowledge management tools to use in 2025

There are a wide variety of KM tools available, including more comprehensive paid versions for corporate or small businesses and more basic free versions. Commonly used tools include a content library or knowledge sharing databases.

1. Guru

Guru is an AI-powered knowledge management platform designed to centralize your company's collective knowledge and make it instantly accessible, right where your team works. With browser extensions, a Slack integration, custom Knowledge Agents and so much more, Guru brings trusted answers into the flow of work. It also includes expert verification, so teams know the knowledge they're relying on is up-to-date and accurate.

Key features:

• Announcements

• Browser extension

• Slack & Teams integrations

• Expert verification

• Smart knowledge triggers

• 200+ templates

Benefits: Guru boosts productivity by delivering AI-powered, verified knowledge across your tools—cutting down on repeated questions and lost context

Best for: Teams looking for an all-in-one AI-powered knowledge base, enterprise search, and intranet solution.

2. Confluence

Confluence by Atlassian is a popular collaboration workspace that helps teams create, organize, and manage documentation. It integrates seamlessly with Jira for development teams managing both content and software projects. Confluence offers structured page creation, collaborative editing, and version tracking to keep teams aligned.

Key features:

• Page templates

• Real-time editing

• Permissions & notifications

• Page tree navigation

• Jira integration

Benefits: Helps teams document processes, share project plans, and track updates in one place.

Best for: Engineering and product teams already using Atlassian tools.

3. Stack Overflow for Teams

Stack Overflow for Teams lets developers and technical teams share solutions and document internal knowledge in a structured Q&A format. It makes past answers easily searchable to reduce duplicate questions and accelerates onboarding. Teams can build a private knowledge base where expertise is preserved and accessible anytime.

Key features:

• Structured Q&A

• Slack & Teams integration

• Knowledge health dashboard

• Private instance hosting

• User groups and collections

Benefits: Reduces knowledge silos and accelerates technical troubleshooting with a familiar Q&A format.

Best for: Developer and engineering teams managing technical knowledge.

4. Notion

Notion is a flexible workspace tool that combines documentation, project management, and databases. Teams can build internal wikis, organize SOPs, and collaborate on tasks from a single hub. Its modular, block-based interface allows for complete customization of your workspace.

Key features:

• Custom pages and templates

• Drag-and-drop blocks

• Databases and tables

• Page sharing and commenting

• Integrations and embeds

Benefits: Combines flexibility with ease of use, making it easy to build custom knowledge systems.

Best for: Startups and small teams that need a customizable, lightweight solution.

5. ClickUp

ClickUp is a project management platform that also supports robust documentation features. Teams can create docs, wikis, and knowledge bases tied directly to projects and tasks. It's ideal for organizations looking to unify productivity, collaboration, and knowledge sharing.

Key features:

• Document editor

• Task linking

• Whiteboards

• Version history

• 20+ view options

Benefits: Combines project tracking and knowledge management into one platform for better visibility.

Best for: Teams looking to manage projects and documentation in one place.

6. Document360

Document360 is a standalone knowledge base tool built to help teams manage customer-facing and internal content. It offers a clean, customizable portal with detailed permissions and analytics. With advanced version control and multilingual support, it scales easily across teams and geographies.

Key features:

• Markdown editor

• Category hierarchy

• Analytics & versioning

• Integrations & extensions

• Portal branding options

Benefits: Makes it easy to create professional-looking, searchable knowledge bases for customers or internal teams.

Best for: Support and product teams managing FAQs, help docs, or release notes.

7. Bloomfire

Bloomfire provides a centralized, searchable hub for company knowledge with built-in collaboration tools. Employees can interact with content through likes, comments, and subscriptions to stay engaged. It also includes robust analytics to show what's being viewed and where gaps exist.

Key features:

• AI-powered search

• Chrome extension

• In-content feedback

• Content subscriptions

• File virus scanning

Benefits: Encourages collaboration and engagement through a user-friendly, content-first platform.

Best for: Mid-size to large companies centralizing internal team knowledge.

8. Nuclino

Nuclino offers a clean, collaborative workspace where teams can co-edit documents, organize projects, and maintain internal documentation. Its visual, intuitive interface makes it easy to navigate and link related content. The platform supports markdown, version history, and graph-style navigation.

Key features:

• Visual workspace

• Markdown support

• Internal linking

• Graph view

• Real-time editing

Benefits: A distraction-free way to organize projects, notes, and documentation.

Best for: Lean teams or early-stage startups building shared knowledge systems.

9. Slite

Slite helps teams create and organize documentation, notes, and project wikis in a simple, structured environment. It's especially popular among remote teams thanks to async collaboration tools. With version history, real-time editing, and searchability, Slite makes team knowledge easy to manage.

Key features:

• Collaborative editor

• Real-time cursors

• Tagging and folders

• Comments and reactions

• Offline mode

Benefits: Promotes organized knowledge sharing with clean design and strong collaboration tools.

Best for: Distributed teams looking for a streamlined internal knowledge hub.

10. Trainual

Trainual combines training documentation with process standardization to help businesses onboard faster and scale more efficiently. It enables you to assign learning paths, track progress, and update procedures in one centralized system. With templates and organizational charts built in, it supports both HR and ops functions.

Key features:

• SOP templates

• Org chart and directory

• Employee profiles

• Quiz builder

• Role-based permissions

Benefits: Speeds up onboarding and makes it easy to scale team training.

Best for: HR, ops, and small businesses creating standardized training documentation.

11. Slab

Slab is a modern knowledge base tool built for fast-growing teams that want to document and share knowledge with clarity and ease. It combines a clean writing experience with powerful organization features, so team members can quickly create, find, and update content. Slab also integrates with tools like Slack and GitHub to streamline collaboration.

Key features:

• Clean, distraction-free editor

• Topics and nested structure

• Unified search

• Slack and GitHub integrations

• Version history

Benefits: Helps teams organize knowledge clearly and accessibly, while keeping it fresh and discoverable.

Best for: Fast-growing startups and mid-sized teams that want a simple, intuitive internal wiki.

12. SharePoint

SharePoint is Microsoft's enterprise content and document management platform, built to help organizations store, organize, and share information securely. With deep integration across Microsoft 365, it supports collaboration, document versioning, and internal portals at scale. Its customizable templates and access controls make it a strong fit for large or regulated organizations.

Key features:

• Document libraries and team sites

• Permission controls and workflows

• Microsoft 365 integration

• Co-authoring and versioning

• Content publishing and sharing tools

Benefits: Provides a secure, centralized hub for documents and knowledge with robust governance features.

Best for: Large enterprises already using Microsoft tools that need scalable content and document management.

13. Shelf

Shelf is an AI-powered knowledge platform built to help support teams access the right answers faster. It centralizes knowledge and uses automation to recommend content during live interactions. With built-in workflows and quality checks, it ensures content is accurate, relevant, and ready to use.

Key features:

• AI-powered content suggestions

• Smart search and intent detection

• Workflow automation

• Browser extension

• Content analytics and governance

Benefits: Improves agent efficiency and customer experience by surfacing the right knowledge in real time.

Best for: Support teams, call centers, and BPOs managing large volumes of knowledge-driven interactions.

14. Jitbit

Jitbit is a help desk ticketing system with a built-in knowledge base feature that supports internal IT and support teams. It allows for easy documentation of repeat issues, so agents can deflect tickets and respond more efficiently. The system also integrates with tools like Active Directory and email clients.

Key features:

• Ticketing system with built-in KB

• Canned responses and automation rules

• LDAP and email integration

• Self-service portal

• Reporting and analytics

Benefits: Combines support ticket management with internal documentation in one simple system.

Best for: IT teams and smaller support departments that want a lightweight, built-in knowledge base.

15. QuestionPro InsightHub

InsightHub is a centralized research repository from QuestionPro that helps organizations manage and activate customer insights. It's designed to capture, tag, and categorize research outputs for easy reuse across teams. InsightHub also supports integration with survey tools and advanced reporting.

Key features:

• Insight repository and tagging

• Dashboards and data visualizations

• Access controls and user roles

• Survey tool integration

• Report builder

Benefits: Enables research and insights teams to turn customer data into accessible, reusable knowledge.

Best for: Research, marketing, and strategy teams managing ongoing consumer or market research.

16. Monday.com

Monday.com is a highly customizable work operating system that combines task tracking with knowledge documentation. Users can build boards for projects, SOPs, onboarding, and more—all with the ability to connect content to workflows. It also supports automation and over 200 integrations.

Key features:

• Custom boards and templates

• Knowledge widgets and views

• Automations and workflows

• File attachments and versioning

• Integrations with tools like Slack, Google Workspace, and Zoom

Benefits: Centralizes project tasks and knowledge in one flexible, visual platform.
Best for: Cross-functional teams looking to manage work and documentation in a single tool.

17. HubSpot

HubSpot's Service Hub includes a knowledge base tool designed to help companies build self-service portals for customers. It offers easy publishing, SEO-friendly formatting, and analytics to track article performance. The tool integrates tightly with HubSpot's CRM, allowing for smarter support experiences.

Key features:

• Customizable knowledge base

• Ticket deflection tracking

• SEO optimization tools

• Article suggestions via AI

• Feedback and reporting

Benefits: Reduces support load and enhances customer experience through self-service support.

Best for: Customer support and service teams already using HubSpot CRM or marketing tools.

18. Knowmax

Knowmax is a knowledge management platform focused on empowering frontline teams, especially in customer service. It offers guided workflows, visual decision trees, and channel-ready knowledge that can be deployed across voice, chat, and email. Its AI capabilities ensure fast retrieval of precise answers.

Key features:

• Step-by-step guided workflows

• Decision trees and FAQs

• AI-powered content retrieval

• Real-time updates and audits

• Multichannel content publishing

Benefits: Increases support efficiency by making complex knowledge easier to navigate and act on.

Best for: Contact centers and CX teams managing high-volume or complex support workflows.

19. Zendesk Guide

Zendesk Guide extends the Zendesk ecosystem with self-service knowledge and help center functionality. It enables support teams to create articles, automate suggestions, and track content performance. With AI and machine learning, it improves ticket deflection and overall customer satisfaction.

Key features:

• Help center themes and customization

• AI article suggestions

• Multilingual support

• Content health monitoring

• Integrated feedback and analytics

Benefits: Offers a seamless way to empower customers with knowledge while reducing support tickets.

Best for: Support teams using Zendesk for ticketing, chat, or help desk operations.

20. Tettra

Tettra is a simple internal knowledge base that integrates with Slack and Google Workspace. It's designed for growing teams who want to document internal processes and reduce repeated questions. It also offers content suggestion features to surface knowledge gaps.

Key features:

• Slack Q&A and content capture

• Suggested edits and verification

• Page organization and permissions

• Google Workspace sync

• Simple editor and analytics

Benefits: Makes it easy to turn team knowledge into a searchable, shared resource without adding friction.

Best for: Startups and remote teams looking for a lightweight, Slack-first documentation tool.

Best knowledge management tools for growing teams

If you're scaling fast and need to bring order to chaos, you'll want tools that are flexible, easy to implement, and built for collaboration. Tools like Guru, Notion, Slab, and Trainual shine in this category. They help fast-moving teams document processes, onboard new hires, and avoid repeating themselves—without needing heavy admin or custom setup.

The best call center knowledge management tools to improve agent efficiency

For call centers and customer support teams, speed and accuracy are everything. The best knowledge management tools in this space surface answers in real time, reduce handle time, and improve consistency across channels.

Platforms like Shelf, Knowmax, Zendesk Guide, and Jitbit are designed specifically for these environments—with guided workflows, decision trees, AI search, and content governance built in.

Benefits of using knowledge base management software for support teams

For support teams, investing in knowledge base management software can have a dramatic impact on response times and customer satisfaction. By centralizing help content and making it easily searchable, these tools help agents resolve issues faster and with greater consistency.

Many solutions offer features like guided workflows, AI-powered suggestions, and content health monitoring, ensuring that your knowledge base stays fresh and effective across channels.

Knowledge management tools examples across industries and teams

Still not sure what these tools look like in action? Here are a few examples:

• A customer support team uses Zendesk Guide to build a self-service help center that deflects tickets.

• A product team uses Confluence to document roadmaps and decisions for easy cross-functional reference.

• An HR team uses Trainual to standardize onboarding and employee handbooks.

• A research team stores insights from surveys and interviews in QuestionPro InsightHub.

These examples show how knowledge management tools can flex across teams—improving transparency, consistency, and collaboration.

What is the best knowledge management tool?

The best knowledge management tool is the one that aligns with your team's size, goals, and workflows—because no single solution is right for everyone.

If you're looking for an all-in-one, AI-powered system that brings answers into your workflow, Guru is hard to beat. If you want flexibility and minimal structure, Notion and Slite are great picks.

For customer-facing knowledge, Zendesk Guide and Document360 deliver clean, search-friendly portals.

The best tool is the one your team will actually use—so focus on usability, integration, and how well it fits your day-to-day needs.

What is enterprise knowledge management?

Enterprise knowledge management involves the systems, processes, and tools used to capture, organize, and share knowledge at scale across an entire organization. It ensures that employees—from frontline teams to leadership—can access the information they need to make decisions, collaborate effectively, and stay aligned. This often includes integrating knowledge across departments, using AI-powered search, and embedding knowledge into everyday workflows to reduce silos and boost productivity.

Common challenges in knowledge management (and how tools solve them)

Most teams face four critical knowledge management challenges:

• Scattered information: Knowledge spread across multiple tools and platforms

• Outdated content: Information becomes stale without proper maintenance

• Repeated questions: Employees asking the same things multiple times

• Remote work gaps: Harder alignment in distributed teams, with leaders reporting that communication and collaboration are the two biggest challenges in a hybrid work environment.

Modern knowledge management tools solve these problems by centralizing information and making it instantly searchable. AI-powered systems can suggest missing content, flag duplicates, and deliver answers directly in Slack, Chrome, or help desk tools.

Trends in knowledge management systems for 2025

Knowledge management tools in 2025 feature five key trends:

• AI-powered search: Generative AI delivers trusted answers with citations instantly, a trend driven by tools like ChatGPT, which became the fastest-spreading tech platform in history.

• In-workflow delivery: Knowledge appears in Slack, Teams, and browsers automatically

• Content health automation: Systems flag outdated information proactively

• Expert verification: Built-in workflows ensure accuracy and compliance

• Personalized content: Role-based delivery surfaces relevant information for each user

How knowledge management system software powers modern workflows

Knowledge can't afford to sit idle in disconnected docs or buried email threads. Teams need instant access to reliable information right in the tools they already use. That's where knowledge management system software shines.

These platforms not only store information, they actively deliver it into the flow of work. Whether it's surfacing step-by-step procedures in Slack, offering real-time suggestions in a browser extension, or auto-verifying documentation updates, modern systems put knowledge at your fingertips whenever you need it.

For remote, distributed, or cross-functional teams, this embedded approach boosts alignment, reduces duplicated work, and keeps projects moving forward. And with AI enhancements like natural language search and smart tagging, finding the right answer is faster than ever.

How to successfully implement a knowledge management tool

Rolling out a knowledge management tool isn't just about picking the right platform—it's about setting your team up for long-term success. Here's a step-by-step guide to help you launch smoothly and get real value from day one:

1. Start with a clear use case.
   Don't try to document everything at once. Focus on a single, high-impact area like your employee onboarding process, customer support FAQs, or internal process docs. Quick wins build momentum.

2. Choose content owners.
   Assign someone (or a few people) to be responsible for keeping your knowledge accurate and up to date. For example, one company boosted research success rates by creating a small group of scientists to act as "knowledge intermediaries." These folks don't need to write everything themselves—but they should guide the structure and keep content clean.

3. Use templates to keep things consistent.
   Most KM tools offer built-in templates for SOPs, how-to guides, and FAQs. Use them to avoid content chaos and help contributors write in a consistent, easy-to-skim format.

4. Integrate with your existing tools.
   Make knowledge accessible where people already work—like Slack, Teams, or your browser. The more embedded your KM tool is, the more likely your team is to actually use it.

5. Set up verification and review workflows.
   Knowledge goes stale fast. Turn on automated reminders or verification flows to ensure content stays trustworthy over time—especially for things like policies or technical documentation.

6. Track usage and iterate.
   Use your tool's analytics to see what content is getting used, what's missing, and where people are still asking questions. Use that data to fill in the gaps and improve over time.

With the right approach, your knowledge base becomes more than just a content library—it becomes the backbone of how your team shares, learns, and works together.

Getting started with your AI source of truth

The right knowledge management tool can transform the way your team works—helping you capture information once and use it everywhere. Whether you're supporting customers, onboarding new hires, or simply trying to cut down on repeat questions, the right solution will make your knowledge easier to find, trust, and use.

Want to see what a best-in-class knowledge platform looks like in action? Watch Guru's on-demand demo to see how our AI Source of Truth can help your team work smarter, not harder.