Laptops and knowledge management tools

5 Top Knowledge Management Tools for 2022

5 Top Knowledge Management Tools for 2022

Geographically dispersed teams need knowledge management tools to operate efficiently. But the shift to remote, asynchronous work isn’t the only reason companies need knowledge management software.

The amount of information we produce and the rapid pace of change we’re experiencing as a society is unprecedented. Organizations need a way to organize, maintain, manage, and leverage all their data. 

What are the best knowledge management tools? In this article, we’ll describe the different types available and list the top ones for 2022. We’ll cover:

What are knowledge management tools?

Knowledge management tools are tools that help companies organize, manage, and leverage their knowledge for increased efficiency and improved decision-making. 

“Knowledge” is any type of informational asset, including company history information, product and industry research, sales scripts and training resources, customer service FAQs, marketing materials, documents, and databases. 

Examples of knowledge management tools include document management systems, customer relationship management (CRM) software, intranets, wikis, data warehouses, groupware, and text expansion software.

TextExpander for knowledge management

TextExpander is a repository of text-based information*, including URLs, product descriptions, answers to frequently asked questions, pricing information, company policies, and troubleshooting instructions. 

What sets TextExpander apart from other knowledge management tools is the process for knowledge retrieval. Users store information as keyboard shortcuts, then type the shortcuts to retrieve (“expand”) the full content. Typing the shortcut makes the information appear wherever they are typing.

*not files

More about TextExpander

Think of TextExpander as an instant-access knowledge base for outgoing communication. With TextExpander, you can fire off content from your knowledge base with just a couple of keystrokes.

Key features:

  • Create keyboard shortcuts (for example, ;rfd) for text-based knowledge (the company’s refund policy)
  • Organize text-based knowledge by topic, team, product, or project
  • Create and use text-based knowledge as a team

Pricing: $ 10.83 per user/month for teams of 10-50 users

Knowledge management suites

“Traditional” knowledge management tools are often a combination of remote workspace, document collaboration and management platform, and project management tool.

Although more challenging to implement and use, these suites can be the best solutions for collaboration and knowledge sharing in large companies, especially those with distributed teams.

Our pick: Confluence

Atlassian’s corporate wiki, Confluence, is one of the more affordable and easier-to-use knowledge management tools.  

Key features:

  • Creation of knowledge bases for documentation and product requirements
  • Creation, collaboration, and commenting on pages and project plans
  • Knowledge sharing between teams and the entire organization
  • Integration with other platforms and apps

Pricing: $ 5.50/month per user (Standard subscription, up to 100 users)

Alternatives to KM suites

For companies that don’t require a knowledge management suite, purchasing or subscribing to standalone software may be a better option. Here are some of the most commonly used knowledge management software programs:

  • Document management software for collaboratively creating and editing documents. 
  • Learning management software (LMS) for delivering training to employees or onboarding new hires.
  • Customer relationship management (CRM) software for managing relationships and interactions with customers and leads. 

Here are our top picks for each category.

Document management software: Quip

Quip is a document management platform for teams. It enables teams to create and edit lists, notes, documents, and spreadsheets.

Key features:

  • Word processing and spreadsheet functionality
  • History of edits
  • Highlighting
  • Commenting
  • Chat rooms

Pricing: $ 25.00/month per user (Plus plan, over 5 users)

Learning management system (LMS): TalentLMS

Voted the best learning management system for small enterprises by Forbes, TalentLMS enables businesses to create and deliver online courses easily, with minimal setup time.

Key features:

  • Drag-and-drop interface
  • Live sessions
  • Quizzes
  • Learning paths
  • Video conferences

Pricing: $ 69.00/month (Starter plan: Unlimited courses, up to 40 users)

CRM software: Freshsales

Freshsales is considered the best CRM tool for small businesses for its affordability and intuitive interface. 

Key features:

  • Customization options
  • Task automation
  • Integration with other apps
  • Unified view of customer information
  • Pipeline management
  • AI features
  • Analytics

Pricing: $ 15.00/month per user (Growth plan)


Here are answers to the most frequently asked questions about knowledge management tools.

What are KM tools?

KM tools are knowledge management tools. They help companies create, store, manage, use, and share their knowledge.

How are knowledge management tools useful to management?

Knowledge management tools empower companies to leverage knowledge as a strategic asset. Company decisions are often based on company recorded knowledge; knowledge management tools enable systematic data collection that improves decision-making. Easy access to valuable knowledge also contributes to increased efficiency, better team alignment, innovation, and growth.

What are examples of knowledge management tools?

Knowledge management tools examples include groupware, content management software, document management software, workflow systems, learning management systems, customer relationship management software, text expansion tools, and more. 

In this article, we list TextExpander, Confluence, Quip, Freshsales, and TalentLMS as examples of KM tools. Others include HubSpot CRM and Zoho CRM (CRM category), Google Docs (document management category), Notion (document management + project management), and Zendesk (knowledge base software).  

Are there free knowledge management tools?

Several paid knowledge management tools offer free plans for a small number of users:

  • TalentLMS, a learning management system, is free for up to 5 users and 10 courses. 
  • HubSpot, a CRM system, offers free tools that are “lite” versions of select tools featured in paid products.
  • Google Docs is a free, web-based platform for creating documents, spreadsheets, and presentations. 

For more on knowledge management and knowledge management tools, check out these resources:

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