Top 5 Knowledge Management Tools and Software

Find and compare knowledge management software

In the business world and life in general, what you know sets you apart and gives you the upper edge. Successful organizations understand that success, to a large extent, depends on the information they have and how efficiently they manage their knowledge assets. Knowledge management is, therefore, an efficiency enhancement system that fundamentally involves the creation, collation, organization, and sharing of knowledge within an organization. In simple terms, knowledge management can be described as a systematic process of documenting and storing relevant information and making this information easily accessible to the members of an organization.

At a basic level, knowledge management involves gathering and structuring knowledge and compiling that knowledge in a way that it becomes readily available to everyone in an organization or team. To effectively structure such knowledge, specific tools are required.

A simplified illustration of a knowledge management tool would be a checklist that shows the contents. However, with handling the information load of a whole organization, more advanced tools and software are required to manage knowledge effectively. These tools and software are specially adapted to handle the demands of generating, organizing, storing, and structuring an organization's massive knowledge output. Putting the right knowledge management software in place enables an organization to easily pool together ideas and expertise from each employee, creating a valuable repository of expert learning resources.

Types of Knowledge Management Tools and Software

There are different categories of knowledge management tools, and each is adapted to meet a unique need in the knowledge management cycle. Highlighted below are the critical knowledge management tools that are immensely useful.

1. Content repositories

A good mind mapping software is able to make maps with minimal efforts for its multiple templates and examples, or for its intuitive interface. Furthermore, the real-collaboration is seems to be essential for majority of users, especially when co-working with others. All in all, the mind map software is a useful tool to assist users visualize their concepts and make complicated things easier.

2. Knowledge visualization tools

Visualized knowledge sticks better than textual knowledge. Knowledge visualization tools are employed to pictorially represent information and mapping it out in the visual format. With knowledge visualization tools, complex information can be broken down, which makes people easy to understand.

3. Learning management tools

Sharing and deploying collated knowledge is integral to knowledge management, which brings the need for tools that enable seamless deployment of organized knowledge. Learning management tools are used to organize, deploy, and track resources in a central and accessible space. Organizations can take advantage of such tools to deliver training programs and courses to their employees.

4. Communication tools

An efficient knowledge management system is one that allows easy dissemination of information. These communication tools promote the free flow of information among members of an organization. Such tools will often include features of real-time messaging, emails, collaborative video conferencing, etc.

5. Customer relationship tools

Customer relationship tools are utilized by organizations or businesses to gather information about their customers and prospects. These tools are also employed in the documentation and analysis of an organization's interaction with its customers.

5 Best Knowledge Management Tools and Software

Below is a rundown of 5 of the best knowledge management software on the market that you can take advantage of to expedite workflow processes and increase productivity.

1. eFileCabinet



eFileCabinet falls under the category of content repositories as a knowledge management solution. This piece of software handles the hassle of organizing and filing documentation, enabling organizations and businesses to house all their precious documents in a secure location that can be accessed by the members of the organization.

With eFileCabinet, organizations can focus more on other business demands as it is adapted to file and keep track of documents automatically and is equipped with a powerful search function for easy file retrievals.

eFileCabinet is cloud-based, making it possible for team members to take with them the documents they need, anytime and anywhere.
The cross-platform feature makes it a desirable knowledge management solution as users can easily navigate their documents on a browser or mobile device.
With a reliable security system, it houses documents securely, allowing users to set the restrictions and access permissions for their documents.
Loading may sometimes be delayed.
Sync across device platforms is not very fluid.
2. EdrawMind



People are often more receptive to visually represented knowledge, and one knowledge management software that can fast-track knowledge organization and transfer in a visual format is EdrawMind.

EdrawMind is a tool that enables organizations to transform documents and bodies of information into visually appealing mind maps, thereby allowing them to break down involved news into easily assimilated bits. Its collaborative feature, which enables team members to work together, generate and share knowledge in real-time efficiently, makes it a great knowledge management software solution.

Teams can quickly turn documents into visually attractive mind maps, charts, outlines, and presentations.
EdrawMind offers users limitless customization choices such that they can create their unique mind maps and outlines from an array of professional templates.
Its collaborative feature makes it easy for teams to work together on a project and share knowledge remotely.
Its cross-platform feature makes it seamlessly accessible to all team members across multiple devices. It is available on Windows, Mac, Linux, iOS, Android and on the Web.
The free version does not support a variety of exporting formats.
3. Adobe Captivate Prime

Adobe Captivate Prime


The ability to conveniently share knowledge is fundamental to the knowledge management process, and this is where Adobe Captivate Prime comes in. This software is a learning management tool that enables organizations to get employees established on company culture and standard practices.

As a knowledge management software solution, Adobe Captivate Prime makes it easy for companies and businesses to create, deploy, and manage training modules for their staff and customers. With this software, employers can track and analyze the progress of employees during the onboarding process.

It easily integrates with other top learning platforms, making it convenient for users to choose how to structure training modules.
It is equipped with a gamification feature that boosts the learning process and keeps learners more engaged.
Users can deploy their training modules in different languages and can easily access their content online and offline.
It can be expensive.
Not support adding modules to already launched courses.
4. Areitos



Areitos falls under communication solutions in the knowledge management process. This knowledge management software makes it easy for companies and businesses to create their own internal social communications system, enabling their members to interact, collaborate, and share knowledge in real-time, across multiple platforms.

It offers features of instant communication and push notification.
Organizations can configure the software for the training and development of their employees.
Users may sometimes find it glitchy and unresponsive.
5. HubSpot CRM

HubSpot CRM


HubSpot CRM is a go-to tool for customer relationship management, which is also part of the knowledge management process. Companies can succeed more if they effectively gather and track customer data to understand the dynamics of consumer behavior better. HubSpot CRM can be utilized as knowledge management software since users can take advantage of it to organize all their customer-related data in a centralized location.

It features a powerful and intuitive dashboard that presents data from different marketing efforts all in one place.
Users can customize the interface to their preferences.
Users can automatically track and analyze interactions with customers across multiple channels like email, chats, and calls.
It is free.
Some users consider the learning curve steep.
The mobile application is not very intuitive.
Summary & Suggestions

Now that you know how critical knowledge management is to an organization’s success, here are some things to consider for choosing the right knowledge management software.

Consider speed:

Knowledge management systems will store large bodies of information, so your knowledge management tool should be capable of speedily delivering the specific documents you need.

Consider accuracy:

Every information stored in your knowledge management system will often be retrieved and consulted. It is vital to pick a tool that accurately searches your content repositories and retrieves the correct documents.

Consider the ease of content update:

As your organization grows, new knowledge will be generated, and you need to update the information stored in your knowledge management system. An excellent knowledge management tool will be one that allows you to update already stored documents and content conveniently.

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