A knowledge management tool enables us to share important information within a company or organization. When knowledge management is successful, it can facilitate faster information discovery for users, boosting productivity. In this blog, we will define knowledge management, talk about its significance, highlight the top knowledge management tools, and as well discuss the advantages of each.
The process of creating, disseminating, utilizing, and controlling an organization's knowledge and data is known as knowledge management. Its goals are to increase productivity and store organizational knowledge for easy access by others. A management system frequently refers to instruction or learning resources used to educate clients or staff about a problem or company practice.
By exchanging, producing, and analyzing significant data, knowledge creation is a continual process that maximizes the collective knowledge inside an organization. Knowledge management objective is to use the information to develop a superior teaching environment that promotes intuitive, experiential learning. The different types of information in knowledge management include- tacit and explicit knowledge.
Employing knowledge management tools and putting knowledge management system software into place can help a business succeed. Let us look at the best knowledge management tools to ensure that workers are properly trained for their roles and that information sharing is part of the business culture. IT service management training is an important aspect when trying to build solid customer relations.
Top 20 Knowledge Management Software
1. HubSpot Knowledge Base Software
The CRM (Customer Relationship Management) offered by HubSpot serves as a consolidated collection of all customer-related information. By centralizing your data using HubSpot, you can ensure that every member of your team has access to the most recent data about their customers. This comprises information about the customer's persona, behavioral profile, and interactions with your business.
Your team may give each consumer they serve, a streamlined experience by remaining on the same page while communicating with them. Additionally, teams may use Hubspot to rank leads and categorize consumers based on the information available. Your employees can then produce extremely relevant offers and content that appeal to particular clients within your clientele.
Guru is a business Wiki solution designed primarily for SaaS and B2B software firms. It has tools for spotting duplicate content and a simple and intuitive WYSIWYG (What You See Is What You Get) editor for creating content. There is seamless native connectivity between Guru and Slack that enables users to quickly record knowledge. As a result of how your team interacts with it and other content, Guru's AI will even recommend suitable tags for your content.
You can observe what your team uses due to the extensive analytics options. The organization of the information into collections, boards, groups, and cards can be time-consuming to set up and may be confusing to new users, so it is vital to keep that in mind.
Knowledge bases are a specialization of Document360. A robust yet user-friendly Markdown editor is included in the software package to learn the principles of user documentation design for those who have never used customer support software. You will undoubtedly find yourself regularly adding to and editing your knowledge base articles as your business evolves.
With Document360- a knowledge management app, it is simple to compare the edits side-by-side and determine exactly who made what changes. Additionally, Document360 provides excellent statistics. Discovering which articles are most frequently read and interacted with, is simple. You may use this data to determine which articles are becoming pillars of your website and which require frequent revisions.
You can simply construct first-rate internal knowledge bases and customer serving knowledge bases with Helpjuice's knowledge base management software. The software from Helpjuice has several modification options that let you modify the appearance of your knowledge base to match your brand. Teams may work together remotely and in real-time, thanks to the various collaboration options.
Managers can add remarks, delegate work, request edits, view version history, and do many other things. Furthermore, the sophisticated reporting and analytics tools provided by Helpjuice enable you to monitor the effectiveness of your knowledge base and make any adjustments.
With ClickUp, teams of all sizes and from many industries can organize ideas, collaborate more effectively, and consolidate their work in one location. It has a dynamic document editor that is designed to meet all of your knowledge management needs and is crammed with lots of functional capabilities to fit any type of work.
Live editing enables real-time collaboration with your team, while assigned comments ease feedback procedures and keep everyone informed. Additionally, ClickUp Docs is directly linked to your workflows, making it simpler than ever to put your thoughts into action. A simple link, task relationships, or tags are all you need to oversee, access, and refer back to any doc because they are all stored within your workspace.
6. ProProfs Knowledge Base
Building a help center, a documentation system, and internal and external knowledge bases can all be done with ProProfs. ProProfs focuses on integration and teamwork. They work nicely with their chat and helpdesk software as well as Zendesk, Freshdesk, and other customer care platforms.
With ProProfs, a team that is starting from nothing has access to a library of pre-written and pre-designed themes. The typeface, colors, and other graphic components can then be easily modified to fit the remainder of your software's content.
7. Bitrix 24
Bitrix24 primarily functions as a knowledge management system with collaboration tools. The service is entirely free for up to 12 users, which is its most alluring feature. Due to the pandemic, Bitrix24 abolished the user cap for free plans in 2020. One knowledge base is included in this free tier.
Naturally, $55 per month plan is the only one that unlocks all the features. A fully complete CRM with task management, voice and video conferencing, online storage, and limitless knowledge bases is among those characteristics, nevertheless.
Customer service firms can handle complicated information from a single, centralized platform using the cloud-based knowledge management tool SABIO. SABIO strives to provide smart knowledge management system features by combining a user-friendly interface, unique reports, and numerous integrations.
SABIO provides users with the resources necessary to establish and maintain single points of knowledge to handle information successfully.
SABIO helps customer service representatives react to inquiries timely and correctly by giving customers access to a trustworthy single source of information with a click-through tree. SABIO also supports integrations, reporting, and statistics, among other crucial aspects. Users can receive useful insight into various search requests and themes with the help of SABIO's customized reports and statistics.
Quip is a team collaboration tool that combines the ability to create and modify documents and spreadsheets with chat and commenting features, enabling teams to discuss tasks and projects in-depth while working on them. Through the 'Smart Inbox' interface, Quip users can jointly write and update documents, spreadsheets, and checklists in real-time.
Members have the option to sort and mark documents to facilitate faster searches. Annotations can be inserted into spreadsheets and documents, while document revisions are recorded so users can track changes. The checklist can be used to mark off completed tasks, so that everyone in the team knows what has to be done next.
IT service applications are provided by ServiceNow as a service based platform. To automate and control a variety of IT enterprise services, the company offers a range of pre-built ITSM tools. To fulfill all of your IT service requirements, you can automate processes and build custom apps using a single piece of software.
Among many other things, ServiceNow can be used for IT governance, update orchestration, infrastructure discovery, and cloud and virtualization lifecycle management. The software can also be used to create reports on KPIs and benchmarking, develop executive dashboards, and report on all applications.
Leading businesses may centralize and democratize information from across their organization with the aid of Bloomfire. Bloomfire is a platform for knowledge sharing and insights. When knowledge is dispersed across several platforms or is restricted to the brains of a small number of subject matter experts, silos can form.
Bloomfire aims to dissolve these silos. Their user-friendly editor enables team members to rapidly submit posts from a desktop or shared drive or to generate rich media postings from within the platform. Over 50 distinct file types are supported by Bloomfire, allowing you to exchange knowledge in any format. Users can ask questions and upload the results on the portal where everyone can see them.
Tettra is an independent internal information base that is not promoted as a component of a bigger CRM. They were developed by people with actual knowledge management needs, based on their website. As a result, it is pre-configured to import data from Google Docs, GitHub, and Dropbox and support for direct file transfer. There are several templates available, such as those for personnel profiles or the typical procedures that your team must follow.
Employees may quickly submit recommendations inside the knowledge base, and it has a fuzzy search feature that can manage the occasional misspelling. Finally, it interacts with Slack so that you can respond to employee questions by automatically linking to the knowledge base rather than repeatedly inputting the same responses.
The platform may be set up for a variety of user cases, thanks to IntelligenceBank's adaptable interface. Workflow allows you to structure your data, and the unique database tool enables you to handle whatever you would typically organize in a spreadsheet online. IntelligenceBank is not just simple to use, but is a personal knowledge management tool, customizable to your team's needs. You may choose the tools and services you want, modify them to reflect your business, and add your branding all from a single interface.
A document management tool called OpenKM, which may be used on-premises or in the cloud, assists businesses in managing documents by gathering, analyzing, and protecting data from multiple digital sources. With one of the best knowledge management tools, enterprises can collaborate internally by editing and sharing documents with team members.
The service enables companies to ingest text, media/document attachments, HTML, and other data types from emails. Additionally, the multilingual application allows text to be extracted from paper documents, containing images that are grayscale, color, or binary. By defining metadata values, OpenKM assists in capturing digital signatures, producing invoices in XML format, and uploading documents to exchange data among teams for problem-solving and supporting decision-making.
A knowledge software and unified workspace called Nuclino is intended for team association and internal knowledge sharing. Compact by design, it concentrates on nailing the necessities: a clear interface, easy editing, and a quick, dependable search. The ability to jointly edit all content in Nuclino, with automatic version history saving of all changes, avoids version disputes. You can turn your knowledge base to reality with interactive entertainment embeds, such as maps, presentations, spreadsheets, movies, with the integrations with more than 25 different apps.
In addition to being a knowledge management tool, Flowlu is a CRM, project management, and collaboration tool. In contrast to the encyclopedic layout of typical information sources, this interface is built around cards and resembles a Kanban board. They also had the vision to invent the idea of knowledge transfer, which is another useful aspect. To quickly get this kind of information from staff members who are about to leave the organization, Flowlu has devised a process.
Intercom is another customer service and CRM tool with some knowledge management system features. Intercom's Business Messenger offers more than simply chat with engaging apps and automatic responses, making it easier for you and your customers to complete tasks quickly. By sending the correct messages at the right time, double your engagement. With Intercom, you'll be supported from a committed team of sales and support experts who can help you scale your team and provide best practices, industry insights, and assistance.
18. Zoho Desk
A complete CRM called Zoho was created for customer-focused companies that frequently respond to client inquiries. Their Desk platform, called Zoho Desk, combines a knowledge base with a ticket management system to give clients quick responses and keep everyone satisfied as automatically as possible.
By using your domain while effortlessly transferring users to the customizable Zoho platform, with HTML and CSS features, Zoho allows domain mapping. Users of Zoho Desk can customize the software by personalizing email templates, adding new departments, specifying business hours, renaming tabs and adding assistance folders, etc. Workflow rules can be used for automation of processes like service escalations, notification policies, ticket assignment and time-based actions.
For startups, small businesses, and large corporations, Helprace is a customer support software solution. Organizations may track, manage, and organize customer discussions using Helprace. With Helprace, users may offer a knowledge base, a customer community, and email management with a ticketing help desk.
There are four ways for users to provide feedback: queries, suggestions, problems, and compliments. As a result, one-on-one and self-service help are seamlessly combined. For excellent customer support, Helprace incorporates several features, including tickets, email management, a customer community, comments, documents, and a knowledge base.
20. Zendesk Guide
One of the most well-known brands in the customer service management industry is certainly Zendesk as a corporation. It doesn't have a very well-known knowledge base, but that doesn't indicate what features are offered. Zendesk Guide, the company's knowledge management system, combines with other customer service products like the pipeline manager and chat, as you might anticipate.
Benefits of Knowledge Management Software
A deep understanding of management systems is crucial since it improves the effectiveness of a firm's decision-making process. The firm develops a more skilled and efficient workforce by ensuring that all employees have easy access to learning by implementing a knowledge management platform. People who are well-informed and know where to go for information to address an issue typically make better choices.
When learning and sharing of information are commonplace, it is simpler to promote an innovative culture. Additionally, customers appreciate having easier access to the data they require, and employees feel better prepared to perform their duties. Sales will increase as a result of using knowledge base management systems, and staff turnover will start to decline.
It is becoming harder to stay competitive in the data-driven era where accessing data is normal. Open source knowledge management is becoming more widely available to everyone, and other groups are gathering the same kind of information. To implement efficient management procedures, it is crucial to find strategies to gather and react to new data.
A) Enhance Decision-Making Capability
Employees can improve the caliber and speed of decision-making by accessing the knowledge of the entire organization. When making important decisions, enterprise collaboration technologies make it easier to utilize the experiences and opinions of various people with differing opinions and thoughts, which may add new and interesting insights.
B) Boost Client Satisfaction
Collaboration across departments and the sharing of knowledge enhance the value delivered to customers. The company can respond more quickly or reduce the amount of time needed to enhance a good or service. You can also enroll in an ITIL foundation course online to better manage your customer relationship.
C) Encourage New Ideas and Cultural Transformation
Teamwork and easy access to the most recent information is possible and encouraged through knowledge management. Additionally, it enables people to promote innovation and cultural transformations necessary to advance an organization and adapt to shifting commercial demands.
Only a brief overview of various platforms has been provided in this post, so pick one and use the free trial to determine if it works for you. The many TOGAF certification courses offered by Knowledgehut can help you stay up to date on the most recent developments and industry best practices.
Frequently Asked Questions (FAQs)
1. What are the 3 best knowledge management systems?
Enterprise-wide knowledge management systems, Knowledge work systems and Intelligent techniques are the 3 major knowledge management systems.
2. What are knowledge management tool examples?
Online Community Forums, Learning Management Systems, Customer Service Knowledge Bases, and Research and Insights Libraries are some examples of knowledge management platforms.
3. What are the benefits of knowledge management software?
Some advantages of knowledge management software include increased customer satisfaction, encouraging innovation and cultural change, and accelerating accessibility to knowledge and data.
4. What would you look for in knowledge management software?
Some of the crucial features to look for in knowledge management system tools are an intuitive user interface, mobile accessibility, excellent search functionality, and customization.