The 13 Best Knowledge Management Tools In 2024

Knowledge is power; effectively capturing, sharing, and leveraging knowledge across teams and organizations has never been more critical. 

As the volume and sources of knowledge grow exponentially, knowledge management tools have evolved tremendously over the past decade to help teams cut through the noise and harness insights from their collective experiences and learnings. 

This comprehensive guide evaluates the 13 best knowledge management platforms based on functionality, user experience, features, pricing, and genuine customer reviews. 

Whether you’re looking for a solution for knowledge base software that has sharing, documentation, expertise location, or communities of practice, we highlight the right tools for your unique needs.

These tools will empower your teams with the essential knowledge that drives better decisions and outcomes.

What Are The Best Knowledge Management Tools?

Imagine having all the information your team needs right at their fingertips. That’s the power of knowledge management tools! In this guide, we’ll explore the best options available in 2024.

1. Notion – Best Overall Knowledge Management Tool
2. Obsidian – Best Personal Knowledge Management Tool
3. ClickUp – Best Knowledge Management Tool for Project Management
4. Logseq – Best Open Source Knowledge Management Software
5. Coda – Best No-Code Knowledge Management Software
6. Jasper AI – Best Knowledge Management App for Brainstorming & Content Creation
7. Mem.ai – Best Personal Knowledge Management Tool with Built-In AI
8. Fireflies – Best Knowledge Management Software for Meeting Notes
9. Microsoft OneNote – Best Knowledge Management Tool for Microsoft 365 Users
10. Helpjuice – Best Knowledge Management Tool with Help Desk Software
11. Miro – Best Knowledge Management Solution for Whiteboarding
12. Trainual – Best Knowledge Management System for Team Training
13. ScribeHow – Best Knowledge Management Tool for SOP Creation

1. Notion – Best Overall Knowledge Management Tool

Overview

Notion transcends the limitations of traditional file-based systems. It provides a modular workspace tailored to your team’s specific workflows.

Whether you need simple notes, in-depth databases, project management boards, or a hybrid solution, Notion’s flexibility allows for seamless customization. This adaptability ensures it can evolve alongside your team’s changing needs.

Key Benefits

• Flexibility: Customize workflows and templates to match any project or team’s needs.
• All-in-One Workspace: Combines notes, tasks, wikis, and databases in one place for easy access and collaboration.
• Seamless Collaboration: Real-time editing, comments, and shared workspaces enhance team coordination.
• Integration: Connects with a variety of tools and apps to streamline workflows.
• Cross-Platform Use: Accessible on web, desktop, and mobile devices.
• Enhanced Organization: Powerful search and organization features help keep information tidy and retrievable.

Pricing

Notion offers a free version with basic features suitable for individuals and small teams. The first paid plan starts at $10 per user/month, providing additional collaboration tools, increased storage, and advanced features for more demanding use cases.

2. Obsidian – Best Personal Knowledge Management Tool

Overview

If you want to build a deeply interconnected “second brain,” Obsidian is your tool. It focuses on seamlessly linking your thoughts and ideas.

Unlike traditional note-taking, Obsidian stores your notes as plain text files, allowing you to link them together and visualize a rich web of connections. This makes it especially valuable for research, creative projects, and building an in-depth personal knowledge repository.

Key Benefits

• Link as you think: Create connections between your notes for deeper insights
• Local storage: Keep your data private and control your own files
• Customizable interface: Tailor your workspace to fit your style
• Extensive plugin ecosystem: Enhance functionality with community-developed plugins
• Graph view: Visualize the network of your thoughts
• Markdown support: For those who prefer writing in markdown

Pricing

Obsidian offers a generous free version that meets the needs of most personal users. The first paid plan starts at $5 per user per year, which unlocks premium features like advanced synchronization, version history, and additional support for professionals and teams.

3. ClickUp – Best Knowledge Management Tool for Project Management

Overview

ClickUp goes far beyond traditional project management software. It doubles as a powerful organizational knowledge hub where you can create wikis, handbooks, and streamlined documentation.

With easy connections between tasks and knowledge, ClickUp keeps your projects moving and your team aligned on vital information. Its adaptability and comprehensive features make it an indispensable asset for teams aiming to boost productivity and collaboration.

Key Benefits

• All-in-One Platform: Combines project management, task tracking, and knowledge documentation in one tool.
• Highly Customizable: Tailor almost every aspect of your workspace to fit your team’s workflow.
• Robust Integration: Seamlessly connects with other tools and apps, enhancing productivity.
• Powerful Task Management: Advanced features for tasks, such as dependencies, subtasks, and custom statuses.
• Real-Time Collaboration: Share documents, assign tasks, and update team members instantly.
• Detailed Reporting: Comprehensive analytics and reporting tools to track progress and performance.

Pricing

Getting started with ClickUp is easy with its free forever plan for personal use and small teams. For those looking for more advanced functionalities like unlimited storage, integrations, and reporting, the Unlimited plan begins at $10 per member/month, offering an affordable solution to scaling your project and knowledge management efforts.

4. Logseq – Best Open Source Knowledge Management Software

Overview

Logseq is an outliner (think bullet points with superpowers) built around backlinks. Logseq forms a visual graph of your thoughts as you add notes and connect ideas.

This is amazing for personal research, creative brainstorming sessions, and building a dynamic internal knowledge base that grows with you.

Key Benefits

• Open Source: Freely accessible and constantly improved by a dedicated community.
• Markdown & Outliner: Offers a powerful combination of structured note-taking and information management.
• Privacy-Focused: Stores data locally or in a private cloud, putting you in control of your information.
• Bi-directional Linking: Easily connect ideas and notes to build a networked knowledge base.
• Extensible with Plugins: Customize your experience with a wide range of community-developed plugins.
• Task Management: Integrated task management features help organize your projects and deadlines.

Pricing

As an open-source platform, Logseq is available for free. The community and developers support it through donations and contributions, making advanced features and updates accessible to everyone without a subscription.

5. Coda – Best No-Code Knowledge Management Software

Overview

Coda shakes up the traditional concept of documents. It blends the flexibility of a spreadsheet with the structure of a word processor and then throws in the power of apps.

This allows you to build more interactive knowledge bases—think project trackers, wikis with built-in voting, or even lightweight CRMs. It’s particularly appealing for those looking to streamline their workflow with customizable, interactive documents that foster collaboration and efficiency.

Key Benefits

• All-in-One Platform: Combines text, spreadsheets, and custom apps in one document.
• No-Code Automation: Simplifies complex processes with easy-to-use automation tools.
• Customizable Templates: Offers many templates to jump-start any project or process.
• Real-Time Collaboration: Enables teams to work together seamlessly in real-time.
• Robust Integrations: Connects with leading apps and services to enhance productivity.
• Dynamic Documents: This creates documents that act like apps, adapting to your workflow needs.

Pricing

Coda provides a robust free version, making it accessible to teams and individuals starting. The first paid plan begins at $12 per month for each doc maker. It offers advanced collaboration features, greater automation capabilities, and enhanced support, making it a scalable solution for growing teams.

6. Jasper AI – Best Knowledge Management App for Brainstorming & Content Creation

Overview

Jasper AI transforms into the spotlight as a revolutionary tool tailor-made to amplify your brainstorming and content creation efforts. This AI-powered platform is designed to assist in generating ideas, crafting content, and overcoming writer’s block, making it a vital companion for marketers, writers, and creatives alike.

Thus, Jasper is the go-to tool for anyone looking to elevate their content game and effortlessly transform ideas into impactful narratives. 

Key Benefits

• AI-Powered Writing Assistant: Generates high-quality content quickly and efficiently.
• Versatile Content Creation: Excels in creating articles, blog posts, ad copy, and more.
• Enhanced Productivity: Breaks through creative blocks and speeds up the writing process.
• Content Customization: Tailors content to match your style and tone preferences.
• SEO Optimization: Helps optimize content for search engines.
• Collaborative Features: Facilitates teamwork on content projects with ease.

Pricing

Jasper AI offers a competitive edge with a starting plan at $49 per user per month. This plan provides access to basic features catering to individual creators and small teams. It includes a generous allowance of words per month, with options to scale up for more extensive content needs.

7. Mem.ai – Best Personal Knowledge Management Tool with Built-In AI

Overview

Mem.ai is designed to capture your scattered notes, thoughts, and web clippings and organize them effortlessly. It uses AI to suggest tags, surface relevant information, and help you form connections within your notes.

Think of it as a personal assistant for managing your daily information flow. Mem is an indispensable asset for anyone aiming to boost their productivity and keep their thoughts and projects organized and accessible.

Key Benefits

• AI-Powered Organization: Automatically categorizes and links related information.
• Intuitive Interface: Clean, user-friendly design that makes navigation and note-taking simple.
• Contextual Reminders: Uses AI to suggest relevant notes and documents at the right time.
• Seamless Integration: Easily integrates with other tools and platforms for a fluid workflow.
• Collaboration in Real-Time: Allows for instant sharing and editing of notes and documents with others.
• Personalized Experience: Learns from your interactions to become more efficient and relevant over time.

Pricing

Mem.ai offers a free version with basic functionality, which is ideal for personal use. The first paid plan starts at $14.99 per month, unlocking advanced AI features, higher storage capacities, and enhanced collaborative tools for a more comprehensive knowledge management experience.

8. Fireflies – Best Knowledge Management Software for Meeting Notes

Overview

Fireflies wants to end the endless cycle of note-taking and missed meeting details. This helpful AI assistant automatically takes notes during your meetings, transcribes the conversation, and even offers searchable summaries.  With Fireflies integrated into your workflow, you can focus on the conversation, knowing every detail and action item will be captured for future reference.

Key Benefits

• AI-Powered Transcription: Converts speech to text in real-time, ensuring every word is captured accurately.
• Smart Summaries: Automatically generates meeting summaries, highlighting key points and action items.
• Integration Capabilities: Seamlessly works with popular video conferencing tools and productivity apps.
• Searchable Transcripts: Find important moments instantly with keyword searches.
• Collaboration-Friendly: Share meeting notes and recordings easily with teammates.
• Action Item Tracking: Helps identify and track follow-ups and decisions.

Pricing

Fireflies offers a free starter version, perfect for individuals or small teams. The first paid plan begins at $18 per seat per month and offers advanced features like longer meeting transcriptions, more storage, and deeper integration options designed to suit the needs of growing teams and organizations.

9. Microsoft OneNote – Best Knowledge Management Tool for Microsoft 365 Users

Overview

If you already use Microsoft 365, OneNote is a powerful, built-in solution for organizing your notes, ideas, and projects. It’s like a digital notebook with limitless flexibility.  Jot down quick notes, build in-depth knowledge bases, and clip articles from the web – OneNote lets you capture information in a way that makes sense to you.

OneNote is more than just a place for your notes; it’s a hub where ideas grow, evolve, and come to life, making it an indispensable tool for creative minds and professionals alike.

Key Benefits

• Seamless Integration with Microsoft 365: Enjoy the smooth synergy with other Microsoft apps, enhancing your workflow.
• Flexible Note-Taking: Whether it’s text, sketches, or web clippings, OneNote handles it all with grace.
• Collaboration in Real-Time: Work on shared notebooks with colleagues, making teamwork effortless.
• Access Anywhere: Your notes sync across devices, ensuring they’re always at your fingertips.
• Powerful Search: Find the information you need with OneNote’s robust search capabilities.
• Customizable Notebooks: Tailor your digital notebooks to fit your needs, with sections and pages for everything.

Pricing

Stepping into the world of OneNote is more accessible than you’d think. For individuals already subscribed to Microsoft 365, OneNote comes as part of the package, starting at $8 per month. This integration means you’re getting more than just a note-taking app; you’re unlocking a suite of productivity tools.

10. Helpjuice – Best Knowledge Management Tool with Help Desk Software

Overview

Helpjuice understands that knowledge is power. With this tool, you can build out both internal knowledge bases for your team and sleek, customer-facing support centers.

Reduce the volume of repetitive questions to your support staff while providing clear self-service options for your customers. Its blend of ease of use, powerful features, and customization options enhances how you and your customers access and utilize information, making it a key asset for any organization focused on improving service and efficiency.

Key Benefits

• Easy-to-Use Editor: Create engaging, informative content without needing technical skills.
• Robust Search Functionality: Helps everyone find answers quickly with advanced search capabilities.
• Customizable Design: Tailor your self-service knowledge base to match your brand’s look and feel.
• Analytics and Insights: Understand what your audience is searching for and how they interact with your content.
• Permission Management: Control who sees what with granular permission settings.
• Integration Capabilities: Seamlessly integrates with your existing tools and workflows.

Pricing

Helpjuice’s pricing strategy is straightforward, with no hidden costs. The first paid plan starts at $120 per month for up to 4 users, covering up to 4 users. This plan includes unlimited articles, customization options, and access to all the powerful knowledge management features Helpjuice is known for.

11. Miro – Best Knowledge Management Solution for Whiteboarding

Overview

Think of Miro as an infinite digital whiteboard.  It’s the perfect space to brainstorm, visualize complex ideas, and collaborate with your team, whether you’re in the same room or across the globe.

Miro’s flexibility lets you sketch out diagrams, add sticky notes, embed multimedia, and bring your concepts to life. Miro enhances productivity and fosters a more connected, creative workspace by transforming how ideas are shared and developed.

Key Benefits

• Unlimited Canvas: Offers an expansive space for brainstorming and project planning.
• Real-Time Collaboration: Enables teams to work together simultaneously on the same board.
• Extensive Integrations: Seamlessly connects with popular tools like Slack, Asana, and Jira.
• Templates Library: Provides a vast collection of pre-designed templates for various frameworks and methodologies.
• Visual Management: Supports diagrams, flowcharts, and mapping for complex project visualization.
• Access Control and Security: Ensures safe and controlled access to information with advanced permissions.

Pricing

Miro’s basic features are free, catering to individuals and small teams. The first paid plan starts at $10 per member per month, offering additional collaboration features, enhanced security options, and more integration capabilities suitable for teams requiring more depth in their knowledge management practices.

12. Trainual – Best Knowledge Management System for Team Training

Overview

Trainual is about getting knowledge out of your head and into a system that works for your entire team. It simplifies documenting procedures, creating training materials, and onboarding new employees.

Say goodbye to scattered documents and inconsistent training—Trainual helps you build a centralized, streamlined knowledge base for your business.

Key Benefits

• Centralized Training Content: Keep all your training materials in one easy-to-access location.
• Interactive Learning: Engage your team with quizzes, videos, and interactive content.
• Easy Content Creation: Quickly create training modules with a user-friendly interface.
• Scalability: Effortlessly update and scale your training content as your business grows.
• Progress Tracking: Monitor your team’s learning progress with comprehensive reports.
• Integration Capabilities: Seamlessly integrates with popular tools, enhancing your workflow.

Pricing

Jumpstarting your team’s training with Trainual is straightforward, with the first paid plan beginning at $300 per month per year for up to 50 employees. This investment opens the door to a streamlined training experience, ensuring your team has the knowledge they need to succeed without stretching your budget too thin.

13. ScribeHow – Best Knowledge Management Tool for SOP Creation

Overview

ScribeHow understands that creating clear Standard Operating Procedures (SOPs) can be painful. Their tool simplifies the whole process! Record yourself performing a task, and ScribeHow automatically turns your actions into a step-by-step guide with screenshots. 

Automating and simplifying what has traditionally been a complex process not only saves time but also enhances consistency and accuracy across operations, making it easier to maintain high-performance standards. 

Key Benefits

• Automated SOP Creation: Turn any process into a guide with just a few clicks.
• Easy Sharing & Collaboration: Share SOPs with your team and collaborate in real-time.
• Integration with Popular Tools: Seamlessly works alongside your team’s tools.
• Customizable Guides: Tailor your SOPs with annotations, additional instructions, and branding.
• Access Control: Determine who can view or edit each SOP, ensuring security and relevance.
• Analytics: Track how your SOPs are being used to improve processes continuously.

Pricing

Stepping into the world of efficient SOP management with ScribeHow is more affordable than you might think. The first paid plan starts at $29 per month, and it offers a cost-effective way to enhance operational efficiency, making it a valuable asset for businesses of all sizes.

What Is A Knowledge Management Tool?

Think of a knowledge management tool as a supercharged brain for your team or company. It’s a way to collect, organize, and share all that valuable information floating around—from project instructions and best practices to customer data insights.

These tools aren’t just about storing stuff; they make it easy to find what you need when you need it. Imagine instantly accessing the answer to a tricky question instead of emailing five colleagues or digging through endless documents.

With a good knowledge management tool, everyone is on the same page, saving time, boosting efficiency, and smoothing out your operation.

How Can Knowledge Management Tools Benefit You?

Knowledge management tools ensure that professional benefits, both individually and for your organization, are experienced. Here’s how they streamline operations and boost efficiency:

1. Centralized knowledge: Eliminate time wasted searching for information. These tools provide a single source of truth for crucial data, making it easily accessible to those who need it.
2. Reduced redundancy: Avoid duplicated effort and conflicting information. A knowledge management system ensures everyone works from the most current, accurate guidelines.
3. Enhanced decision-making: Empower your team with the information they need to make informed, data-driven decisions.
4. Preserved expertise: Capture and retain valuable knowledge, even as employees change roles or leave the company.

What Features Should You Look For In A Knowledge Management Tool?

Here’s a breakdown of key features to consider when you’re choosing a knowledge management tool:

1. Powerful Search: You need a tool that makes finding information a breeze. Look for advanced search features, like the ability to filter results and search within documents, so you can zero in on exactly what you need.
2. Intuitive Organization: A sound knowledge management system lets you structure information in a way that makes sense to your team. This includes features like customizable folders, tagging, and linking-related content.
3. Collaboration Tools: The best tools encourage teamwork! Look for features that allow multiple people to edit documents, leave comments, and be notified of changes—all key to keeping your knowledge base up-to-date and effective.
4. Ease of Use: If your team doesn’t find the tool easy to use, they won’t adopt it. Prioritize solutions with a straightforward interface and minimal onboarding time.

Buyers Guide: How We Conducted Our Research

Finding the right knowledge management tool can make a massive difference for your business. Here’s how we approached our research to give you the most reliable recommendations:

• Identifying your needs: We started by understanding joint pain points businesses face when dealing with knowledge management. This included disorganized information, difficulty finding answers, and inconsistent processes.
• Hands-on testing: Whenever possible, we tried out the tools ourselves. This gave us first-hand experience with their usability and features.
• Analyzing pricing:  We compared pricing models and plans to help you find the best value for your budget and team size.
• Evaluating features: We assessed the core features of each tool, paying attention to search capabilities, ease of organizing information, and collaboration tools.
• Pros and cons: We carefully weighed each tool’s strengths and potential weaknesses to provide a balanced view.
• Reviews and feedback: We scoured online reviews and sought feedback from those using the tools for real-world insights.

Final Thoughts on Knowledge Management Tools

As I’ve explored the knowledge management tools available, it’s clear that the right tools can significantly enhance how your team captures, shares, and utilizes knowledge.

From streamlining SOP creation with ScribeHow to fostering team collaboration through Miro’s whiteboarding capabilities, each tool offers unique features designed to address specific challenges within your organization.

Choosing the right knowledge management tool is about understanding your team’s needs and finding a solution that meets those needs and integrates seamlessly into your existing workflows. Whether you’re looking to improve training processes, enhance project collaboration, or create a centralized knowledge base, a tool out there perfectly fits your team.

You should listen to this guidance because navigating the vast options without a starting point can be overwhelming. This curated list was crafted to provide you with a comprehensive overview of the best tools in the market, making your selection process as straightforward as possible. By leveraging these insights, you’re better equipped to make an informed decision that will empower your team, streamline your operations, and ultimately drive your organization forward.

Remember, investing in the right knowledge management tool is not just about enhancing efficiency; it’s about building a culture of continuous learning and improvement that propels your team towards achieving its goals.

FAQs on Knowledge Management Tools

What’s the difference between knowledge base software and regular document storage?

Knowledge management tools go beyond simple storage. They offer powerful search, organization, and collaboration features to make your knowledge easily accessible and actionable.

Are knowledge management tools only for big companies?

Absolutely not!  Businesses of all sizes can benefit from streamlining knowledge sharing – even solo entrepreneurs can use these tools to organize their expertise.

How do I get my team actually to use a knowledge management tool?

Focus on ease of use! Pick a solution with a simple interface, provide training, and celebrate when team members contribute to building the knowledge base.

Can I use a knowledge management tool for customer support?

Yes! Many tools offer features specifically for building customer-facing knowledge bases, reducing support tickets, and empowering customers to find their own answers.

Do knowledge management tools integrate with other software I use?

Many do! To create a seamless workflow, look for integrations with your existing project management, communication, and help desk tools.