Information overload is draining your team’s hours.
With employees sifting through scattered documents and systems just to find simple answers, productivity can plummet and customer service can suffer.
You know the frustration: every minute wasted searching for information is a minute not spent on high-impact work. Even worse, inconsistent knowledge sources often lead to errors and unsatisfied customers.
This challenge affects nearly every organization I’ve worked with. It is an undeniable pain point for growing teams and scaling businesses.
According to Cake.com, a staggering 63% of employees spend too much time searching for information. That is a huge chunk of work hours lost to inefficient information-sharing. As a result, bottlenecks and customer dissatisfaction are far too common.
The right knowledge management system can centralize your company’s expertise and transform productivity across all departments.
In this article, I am going to review the best knowledge management system options available, including how each tool can help you streamline knowledge sharing, speed up onboarding, and empower employees with intuitive self-service solutions.
By reading on, you will discover which SaaS platform could help you boost team productivity, reduce support ticket volume, and finally create that single source of truth your organization needs.
Let’s get started.
Quick Summary:
| # | Software | Target Users |
|---|---|---|
| 1 | Bloomfire → | Team leads needing fast, unified knowledge access |
| 2 | Guru → | Busy team leaders requiring verified, instant answers |
| 3 | Atlassian → | Business teams wanting enhanced collaboration and organization |
| 4 | Document360 → | Product and support teams reducing support tickets |
| 5 | KnowledgeOwl → | Support and product teams needing easy content control |
1. Bloomfire
Are you tired of losing valuable team knowledge?
Bloomfire solves this by offering AI-powered enterprise search that finds exactly what you need in seconds across all your documents and media.
With its AI Authoring Tools, Bloomfire automates tagging, summarization, and content organization to make sharing knowledge effortless and intuitive for everyone involved. This means your team spends less time hunting for info and more time acting on it.
It’s designed to break down silos and unify knowledge across departments, helping your team onboard faster, reduce redundant work, and cut down support costs.
You can easily manage documents with automated version control and publish updates across all access groups without hassle.
Its AI listens, transcribes, and highlights key clips in videos and audio files, which makes multimedia content searchable and accessible like never before. This capability transforms how teams collaborate using diverse content formats.
Moderation tools and analytics allow easy content governance and help you understand how your team interacts with the knowledge base.
Bloomfire is perfect if you want to boost productivity by making knowledge instantly available, organized, and actionable within your team or enterprise.
Key features:
AI-powered enterprise search: Quickly locate exact phrases in any file type, reducing wasted time and speeding up decision-making across teams.
Automated content tagging and authoring: Automatically summarize and categorize documents and media, so your knowledge stays fresh and accessible without manual effort.
Robust content management and moderation: Control publishing workflows, track engagement, and ensure content quality to keep your knowledge base reliable and up to date.
Learn more about Bloomfire features, pricing, & alternatives →
Verdict:
Bloomfire stands out as the best knowledge management system for team leads and knowledge managers who want to eliminate wasted time searching for info. Its AI-powered search and authoring tools helped enterprises achieve up to $27.1 million in productivity gains per 100 employees, proving its impact at scale.
2. Guru
Struggling to find trusted answers quickly?
Guru offers a central source of truth that delivers verified, AI-powered answers right in your workflow, cutting down the search time across apps.
It helps you capture, verify, and share company knowledge instantly, ensuring that your team always works with the latest and most reliable information. You no longer waste time toggling between tools or relying on outdated documents.
Instant knowledge boosts your team’s productivity.
The platform features role-aware AI Knowledge Agents that provide specially tailored answers based on the context of your work. This reduces dependency on busy experts and supports faster decision-making without leaving your current apps.
Guru’s flexible permissions and verification reminders keep your content fresh and secure, so you always trust what you see. It also integrates smoothly with tools like Slack, Microsoft Teams, and ChatGPT for easy access to critical knowledge wherever you work.
Knowledge management shouldn’t slow you down.
Key features:
- AI-driven searchable knowledge base that surfaces accurate, up-to-date company info right when your team needs it, reducing wasted time hunting for answers.
- Role-aware Knowledge Agents deliver personalized, verified answers inside apps you already use, keeping your team aligned and informed without context switching.
- Automated content verification and secure permissions help maintain trustworthy knowledge while protecting sensitive info and ensuring compliance.
Learn more about Guru features, pricing, & alternatives →
Verdict:
Guru stands out as the best knowledge management system for busy team leaders who value speed and accuracy. Companies like HireVue have cut onboarding ramp time by 60% using Guru’s AI-powered knowledge agents, proving its power to boost productivity and reduce confusion effectively.
3. Atlassian
Looking for a way to unify your team’s scattered knowledge?
Atlassian’s Confluence puts all your knowledge in one easy-to-access place.
You can easily connect scattered docs and keep everyone on the same page. It’s perfect for team collaboration and knowledge sharing, which helps reduce wasted time and frustration.
This tool helps you create a single source of truth for your team.
It means no more hunting for info across emails, chats, or files.
Plus, Atlassian’s flexible project management tool, Jira, integrates perfectly with Confluence.
This connection lets you track projects, align work, and deliver outcomes faster, keeping your knowledge organized alongside your tasks.
Another great feature is Atlassian Cloud Platform that supports reliability, security, and thousands of app integrations.
It ensures your data is safe, accessible, and your system adapts easily as your team grows or changes.
Atlassian combines knowledge management and teamwork in one platform.
Key features:
- Centralized knowledge base with Confluence: Easily create, share, and organize content so your team has immediate access to the latest info, reducing miscommunication and duplicated work.
- Seamless project tracking with Jira: Track and plan all projects while linking documentation directly, helping you stay on top of deadlines and team responsibilities.
- Highly secure and scalable cloud platform: Provides enterprise-grade security and connects with thousands of apps, ensuring your knowledge system grows with your team and industry needs.
Learn more about Atlassian features, pricing, & alternatives →
Verdict:
Atlassian stands out as the best knowledge management system for business teams seeking to boost productivity and collaboration. Dropbox uses Confluence Cloud for open, transparent teamwork, while Lumen increased throughput by 200% with Jira. These real-world wins prove Atlassian’s power to connect knowledge and work efficiently.
Looking to enhance how your team collaborates on documents? Check out the best file sharing software to securely share and collaborate with your team.
For businesses focused on team safety and productivity, exploring the best connected worker platform can provide significant boosts to your team’s operational efficiency.
4. Document360
Looking to cut down on endless support tickets?
Document360 empowers your team with a self-service knowledge base that delivers accurate, on-demand answers.
This platform centralizes all your documentation needs—from software manuals to SOPs—making it easier for your users and employees to find the right information fast. It offers a rich editor portal for writers, reviewers, and content owners, ensuring your knowledge stays clear and consistent.
Support tickets drop.
The embedded help center seamlessly plugs into your SaaS product or website, making guidance available exactly where users need it most.
Document360’s AI-driven search, Ask Eddy, delivers responses up to 5 times faster than traditional systems, helping your teams and customers resolve issues quicker.
You can also automate content creation tasks like glossary building, article summaries, and FAQs with the AI-powered writing features, easing your documentation workload.
The platform provides detailed analytics, giving you insights into what content to improve or update, so your knowledge base stays current and relevant.
Key features:
- Comprehensive documentation platform: Manage knowledge bases, SOPs, API docs, and user manuals in one centralized system to boost team productivity and reduce knowledge silos.
- AI-powered search and automation: Fast, accurate information retrieval with Ask Eddy, plus auto-generation of summaries, FAQs, and meta descriptions to save time on content creation.
- Seamless integration and customization: Embedded help centers and custom workflows enable effortless access and tailored knowledge delivery right within your SaaS products or customer sites.
Learn more about Document360 features, pricing, & alternatives →
Verdict:
Document360 stands out as the best knowledge management system for product teams and customer support professionals aiming to reduce support tickets and streamline knowledge sharing. For instance, Ajman University saw a 30% drop in student support calls after using Document360. Its AI-powered search and comprehensive content tools make it a robust choice for any organization needing reliable documentation management.
5. KnowledgeOwl
Is your knowledge base frustrating your team and customers?
KnowledgeOwl offers a user-friendly platform that helps you create, organize, and share knowledge effortlessly.
You can customize everything from CSS to HTML and JavaScript, which means your knowledge base will look exactly how you want it. Its Google-style search works right out of the box with no setup needed, making it much easier for readers to find answers fast.
It’s really about making your authors’ lives 3x more productive.
Reader groups give you granular control over who sees what content, so you can easily separate customer-facing articles from internal docs or restrict sensitive info.
The software also supports article versioning and drafts, allowing you to stage changes and collaborate before publishing. Plus, setting automatic reminders for outdated content means your information stays fresh without extra effort.
KnowledgeOwl is designed for support and product teams who want to reduce ticket volumes and empower smarter, faster answers.
Key features:
- Full customization control: Brand your knowledge base entirely with CSS, HTML, and JS tweaks for a polished, on-brand help center experience.
- Granular access control with reader groups: Easily segment content visibility for customers, employees, or management to protect sensitive knowledge.
- Built-in smart search with typo tolerance: Help users find what they need quickly, even if they’re not sure how to phrase it.
Learn more about KnowledgeOwl features, pricing, & alternatives
Verdict:
KnowledgeOwl stands out as the best knowledge management system for customer support and product teams who need easy content control and powerful search. Users like SendOwl praise its ease of use and stellar support, helping them reduce tickets and improve satisfaction. Its versioning and review reminders ensure content stays accurate and helpful.
In case you’re interested in enhancing customer interactions, consider exploring some of the best AI chatbot software to boost customer support available today. These tools complement your knowledge base by providing immediate responses and scalable support.
Customization is crucial, much like the detailed control offered by brand monitoring tools designed to protect your reputation. These tools can help you maintain a consistent brand message alongside your knowledge management efforts.
6. Microsoft SharePoint
Want to make teamwork and content management easier?
SharePoint offers a secure platform where you can collaborate, sync, and share content effortlessly across your team or organization.
With AI-powered SharePoint agents tailored to your content, you get quick answers, insights, and summaries, helping your team find the knowledge they need without wasting time. This naturally improves productivity by keeping everyone informed and aligned.
It’s simple to create beautiful, branded sites in minutes.
Copilot integration lets you build pages or manage content using natural language—no coding needed.
You’ll also appreciate how SharePoint handles document workflows with AI-driven automation, speeding up tasks like contract creation, review, and approval. This streamlines everyday work and reduces delays.
SharePoint embeds easily into your existing apps, bringing its robust collaboration and compliance capabilities directly to your daily tools.
Security is a top priority with advanced access controls and data protection to keep your content safe.
Key features:
- AI-powered SharePoint agents that act as subject matter experts to speed up knowledge sharing and reduce time spent searching for information.
- Copilot integration enables easy site creation, content generation, and workflow automation using natural language commands—no tech skills required.
- Enterprise-grade security and compliance with granular permission settings, conditional access, and Microsoft 365 backup options to protect your data and ensure business continuity.
Learn more about Microsoft SharePoint features, pricing, & alternatives →
Verdict:
Microsoft SharePoint is a strong contender for the best knowledge management system if you want a secure, scalable platform that boosts team collaboration and productivity. Its AI-powered agents and Copilot integration help transform content creation and discovery, supporting millions of users worldwide. With advanced security and workflow automation, SharePoint helps busy professionals avoid the chaos of lost information and inefficient work processes.
You’ll also appreciate how SharePoint handles document workflows with AI-driven automation, speeding up tasks like contract creation, review, and approval.
Security is a top priority with advanced access controls and data protection to keep your content safe.
Conclusion
Are you ready to tackle information overload?
With constant knowledge fragmentation, it’s no wonder that productivity can suffer. Most growing teams grapple with inefficient knowledge sharing. Lost documents and wasted hours searching drain resources and hinder decision-making.
In fact, a significant 63% of employees spend too much time searching for information, which is a staggering productivity loss. This inefficiency affects the overall performance of teams, leading to frustrated employees and dissatisfied clients.
The best knowledge management system can be the key to unlocking efficiency.
Bloomfire stands out as the top recommendation here. It centralizes expertise, streamlines knowledge sharing, and automates tedious tasks, allowing your team to focus on high-impact work. Companies using Bloomfire report remarkable productivity gains, showcasing its effectiveness. For teams in industries where maintenance tasks are critical, streamlining workflows with maintenance management software solutions can also be a game-changer.
If you’re serious about transforming your workflow, I encourage you to start a free trial of Bloomfire today.
You’ll see how easy it becomes to find information, improve collaboration, and boost overall team productivity.
