Written by
Oana Nฤslฤu
, Content Writer Specialist
Your organizational knowledge is like the DNA of your business, carrying the information that helps your company run and evolve. Knowledge management software is what keeps that DNA sequenced, organized, and ready to drive growth. However, some businesses are drowning in data and knowledge, finding it hard to select a suitable solution for their knowledge management strategy. But it doesn't have to be this way.
That's why we want to guide you through the best approach for choosing the right knowledge management tool for your team. We hope that by the end of the article, you'll get a clearer picture and be more comfortable in making a decision.
- Why knowledge management software is crucial these days
- How to choose the right knowledge management software
- Open source vs. proprietary
- Types of knowledge management software
- Popular knowledge management tools
- Conclusion
Why knowledge management software is crucial these days
The main goal of knowledge management software is to help your team work smarter, collaborate, and save time by allowing everyone to get easy access to information within the organization. Additionally, with the help of the right knowledge management tool, organizations can overcome common challenges such as:
Hybrid and remote work challenges
Post-pandemic, remote and hybrid working models are here to stay as part of our new normal. But the freedom to work asynchronously comes with some challenges. For instance, spontaneous collaboration and knowledge sharing don't happen as easily and as naturally as in an office setup.
Without a centralized knowledge repository and a good strategy in place, distributed teams risk duplicating efforts, wasting time, and leaving some people behind. This is due to the fact that they cannot find information, or they don't even know it exists. These gaps in accessing knowledge can lead to frustration, low morale, and slower decision-making.
๐ก How does knowledge management software address all this? No matter where people work from, by choosing the right tool, you can ensure information is organized, searchable, and available on demand. This way, you reduce friction, preserve organizational knowledge, and empower your team to stay aligned.
Information and tool overload
Nowadays, not only is there more content than ever, but knowledge is scattered across documents, chats, emails, drives, or multiple tools. Paradoxically, what starts with good intentions when it comes to collaboration may lead to collaboration overload. All because of excess communication channels teams might use.
The time your team spends on searching for information is time not spent innovating, collaborating, and working on meaningful tasks. Moreover, when your team doesn't find what they need, they duplicate effort, miss deadlines, or make decisions based on incomplete or out-of-date knowledge. Not to mention that the more tools you have, the harder it gets to know where information lives. The aim is to rely on a single source of truth, not multiply them.
๐ก How does a strong knowledge management system address this? It helps centralize content, so everything is searchable from one place. Additionally, an effective knowledge tool comes with powerful search features such as keywords, tags, or metadata, to reduce information overload. It also provides structure via wikis, subwikis, and documentation templates so knowledge is easy to add, retrieve, and update.
Employee turnover and knowledge retention
When a tenured employee leaves the company, they take vital knowledge with them. That's why knowledge management practices are essential to capture, preserve, and share that knowledge, so organizations maintain momentum when people change jobs.
What usually happens as a result of employee turnover is that teams need to rediscover processes, tools, and best practices. There's also an increased risk of recurrent mistakes because prior errors or learnings weren't documented. Ultimately, the remaining staff may experience lower morale and feel frustrated by gaps in documentation and lack of clarity.
๐ก How does a knowledge management platform help solve these challenges? A strong knowledge management system organizes knowledge, captures processes and lessons learned, and provides trustworthy version control, so critical know-how stays accessible when people leave. With powerful search and collaboration tools, it turns scattered information into a living resource that new and existing employees can easily find, share, and build on. At the end of the day, an effective knowledge management tool helps to preserve vital knowledge by preventing corporate amnesia every time a tenured employee leaves the company.
Costs and efficiency
Many organizations underestimate how expensive poor knowledge management can be. Employees duplicate work, reinvent the wheel, or wait on answers because information is scattered. The cost shows up in lost hours, missed opportunities, and slow decision-making.
Operational efficiency suffers as well. Without clear documentation and a centralized knowledge base, onboarding takes longer, mistakes get repeated, and quality becomes inconsistent across teams and regions. For support teams, this means higher ticket volumes and longer resolution times. For product or compliance teams, it means costly rework or project delays.
๐ก How does knowledge management software help reduce costs and boost efficiency? Knowledge management software tackles cost, efficiency, and risk problems by enforcing version control and making knowledge easily searchable, so teams waste less time and avoid costly mistakes. With built-in permissions and collaboration features, it speeds onboarding and customer support while turning scattered knowledge into a reliable, low-risk asset.
How to choose the right knowledge management software
When you’re setting up a knowledge management platform, start by thinking about who will use it: HR, the whole company, frontline staff, or customers. Different audiences have different needs, but some criteria matter to everyone. Before you choose a solution, consider these 5 points:
#1 Ensure the platform has powerful search capabilities.
Employees or customers should be able to quickly find what they need. A strong search function, with keywords, filters, and support for different file types drives adoption and makes your platform a real asset.
#2 Choose a tool that is easy for non-technical users.
A simple, intuitive interface reduces training time and keeps information flowing across all teams.
#3 Select a platform that allows smooth migration if you switch tools.
Avoid vendor lock-in by choosing solutions with reliable import-export options, so you can move content without disruption.
#4 Verify that the software supports multiple languages.
If your workforce or customer base is global, planning for multilingual content from the start ensures scalability as your reach expands.
#5 Work with a provider that offers responsive support.
Even the best software can encounter issues. Prompt, effective support is an investment that protects your platform over time.
Open source vs. proprietary
The differences between open-source and proprietary solutions go beyond price. They affect flexibility, control, scalability, and long-term strategy. Understanding these distinctions helps you select a platform that aligns with your team’s needs, protects your company's data, and supports growth without unnecessary constraints.
We've drafted a comparison table below to let you see for yourself whether the smartest choice is to rely on open-source or proprietary software.
| Criteria | Open source | Proprietary |
| Code access and customization | Full access to the code that you can modify to meet your specific needs
| Code is closed. Customization is limited and requires vendor intervention. |
| Hosting options | Flexible: self-hosted or cloud. You have complete control over sensitive data. | Typically, cloud-hosted. You have limited control over data storage and infrastructure. |
| Vendor lock-in | None. You can switch tools or vendors freely as needs evolve.
| High. Switching often involves data migration challenges and additional costs. |
| Cost and value | Core product is free. Optional professional services for support or customization provide strong ROI.
| License fees required. There are additional costs for upgrades, support, or added features. |
| Innovation and flexibility | High. Your team can innovate, extend, and adapt features as needed.
| Limited. Innovation depends on vendor roadmap and priorities. |
| Community and support | Active community and optional professional support available
| Vendor-provided support only |
Types of knowledge management software
Knowledge base software
Knowledge base software is a powerful tool that allows companies to create, organize, store, and manage a repository of information for easy access. It serves as a centralized hub where users can find answers, guides, documentation, and troubleshooting solutions. It comes equipped with a myriad of intuitive features to streamline collaboration and knowledge sharing, such as search and indexing, access control, or analytics and reporting.
Whether you're improving customer self-service or streamlining internal operations, knowledge base software turns tribal knowledge into structured, accessible insights, so no one has to reinvent the wheel.
๐ก Popular knowledge base tools include XWiki, Confluence, and Notion.
Learning management systems
A learning management system is a software solution that centralizes the planning, delivery, and tracking of an organization's learning program. It stores and delivers educational content in formats such as lessons, courses, or quizzes, making it easier for L&D teams to create, manage, and scale effective learning experiences.
๐ก Popular learning management systems include Moodle, Rippling, and Skilljar.
Document management software
Document management software is designed to store, organize, track, and control access to documents. It helps centralize digital assets into one searchable location, manage versions and permissions, automate workflows, and ensure compliance with regulatory requirements.
๐ก Popular document management software includes Nextcloud, SharePoint, and DocuWare.
Content management software
A content management system is a software solution that simplifies building and maintaining a website by providing intuitive tools to publish, update, and organize content without the need for advanced coding skills. It lets you manage pages, multimedia assets, and site design from one place, ensuring a consistent look and feel through reusable templates and themes.
๐ก Popular content management systems include WordPress, Drupal, and Joomla!
Popular knowledge management tools
XWiki
XWiki is an open-source, second-generation enterprise wiki and a full-featured knowledge management platform. It combines extensive customization, collaborative editing, document management, and granular rights management to give organizations full control over their knowledge ecosystem.
With XWiki, your company can create, organize, and share information flexibly and effectively, breaking down silos and reducing knowledge chaos. Its open-source foundation means you're free from vendor lock-in and can adapt the platform to your specific workflows or branding. Built-in versioning, powerful search, and multilingual support make it easy for your teams to find and reuse information, while fine-grained permissions keep sensitive data secure.
With XWiki's features, you get faster onboarding, less duplicated work, improved collaboration, and a living, evolving knowledge base tailored to your business needs, all without sacrificing privacy, security, or cost control.
โจ Notable features
โ Powerful Solr search engine with advanced and precise filtering capabilities
โ Real-time editing, annotation and comments to enhance collaboration and knowledge sharing
โ Multilingual support available in 40 languages
โ Hierarchical structure to organize your knowledge under the form of notes, pages, and sub-wikis
โ Unlimited version rollback, history tracking, and version comparison
โ App Within Minutes, for everyone in your team to effortlessly create structured data apps without any technical expertise required
โ Easy migration from other platforms like Confluence with the Confluence Migrator Toolkit, ensuring a smooth transition and no risk of losing data or user rights
โ Comprehensive navigation features like search, page index, breadcrumb, URL, or jump to page
โ Users and groups rights management (by space, page, user groups), to put you in control over who gets access to your knowledge base, whether it’s confidential HR policies, financial data, or internal processes
โ A collection of templates to streamline your workflows and the option to create your own
โ Analytics Application (Pro) for unique insights regarding search queries and usage
โ AI assistant (beta) to instantly find, access, transform, and translate knowledge from your wiki and integrated tools, based on user rights
๐ Pros
XWiki is built as a flexible platform, so your organization can tailor everything from page layouts and templates to workflows and user interfaces. Its support for macros, scripting, and a large extension ecosystem makes it easy to adapt the software to your evolving knowledge-management strategies.
Knowledge management is mission-critical, and delays can cost momentum. With XWiki, you're backed by a responsive support team ready to help you configure, troubleshoot, and grow without losing time.
XWiki bundles enterprise-grade features by default, from fine-grained permissions and versioning to extensible page templates and structured data support. Thus, your knowledge base is ready to scale as your organization does.
๐ Cons
- Customizing XWiki to your exact needs can require developer involvement, but you're never on your own. You can handle it internally or rely on our Cloud hosting and professional services to make the process smooth.
Confluence
Image source: Capterra
Confluence is a popular collaborative platform that helps teams centralize and manage knowledge in one place. It supports a wide range of content formats, from tables and cards to kanban-style boards, so users can structure information around their own workflows.
However, Atlassian’s decision to end Data Centers and move customers toward a mandatory cloud migration has left many organizations rethinking their options. For teams that prioritize data privacy, security, or regulatory compliance, handing over control to a proprietary cloud platform is simply not viable. This shift emphasizes a key risk of proprietary software: vendor lock-in. When a provider changes direction, your control, flexibility, and even access to your own data can be compromised. That's why self-hosted alternatives are becoming more attractive than ever.
Notable features
Real-time editing and commenting
Integrations with other Atlassian tools and third-party apps
Scalable for enterprises of all sizes
Page tree navigation
Page templates
Fine-grained access controls
๐ Pros
Confluence includes an extensive library of templates covering everything from meeting notes and project plans to product requirements and marketing strategies.
It comes with granular permissions at space, page, and paragraph level.
๐ Cons
You cannot self-host Confluence in case you're looking to manage your platform internally and if you need to comply with strict privacy regulations.
Users often criticize Confluence’s text formatting for inconsistent bullet points, the difficulty to create multi-column layouts, and issues when copying and pasting from other editors.
BlueSpice
Image source: Capterra
BlueSpice is an open-source enterprise-level wiki solution built on MediaWiki, the software that powers Wikipedia. It's suitable for organizations that are looking for a collaborative knowledge management platform with structure, security, and professional features.
Notable features
Wikipedia visual editor for collaboration
Subpages and categories for organizing content
Drag & drop of files
Export of files in various formats
Search feature
Simplified rights management
Templates
๐ Pros
You can self-host BlueSpice or use their cloud offerings. This gives flexibility depending on your infrastructure, security, or compliance needs.
Being open source, it offers you more control, as well as the possibility to customize, adapt, modify, and avoid being locked into a single vendor.
๐ Cons
- While BlueSpice offers a free community edition, many of its more advanced features are only available in the paid editions. If you're looking for comprehensive functionality without additional costs, you may find this limiting.
Document360
Image source: GetApp
Document360 is an AI-powered knowledge management solution used for creating both external and internal knowledge bases. It comes with customizable themes and branding options to ensure a tailored user experience.
Notable features
Easy editing using the Markdown and WYSIWYG editors
Access controls and permissions
Full text search feature
AI Writing Agent
Activity dashboards and user analytics
URL redirects and advanced categorization for content management
๐ Pros
Your team can use the AI Writing Agent for SEO optimization, such as meta descriptions and reviewing article titles, which can be helpful if you're managing a customer knowledge base.
There is no need for deep technical skills to get started, organize content, and onboard team members.
๐ Cons
For small organizations on a budget or for those looking to scale, Document360 can become expensive.
Templates are sometimes basic, while formatting, especially when importing content, could be improved.
BookStack
Image source: GetApp
BookStack is an open-source knowledge management platform built for ease of use. It comes with a straightforward book-chapter-page structure and optional shelves for extra organization.
Notable features
WYSIWYG editor for non-technical users
Fully searchable content at book level or across all books, chapters, and pages
Page revision history
User and permission management
Multifactor authentication
๐ Pros
BookStack is a flexible solution suitable for diverse organizational needs. From freelancers and small businesses to large enterprises, it provides a reliable, free, and open-source alternative for FAQs, forums, and knowledge bases.
Thanks to its short learning curve, it's easy to encourage your non-technical teams to adopt it.
๐ Cons
When it comes to the customization options for the look and feel, the possibilities are limited.
If you need more nesting levels besides the book-chapter-page structure, there is no additional hierarchy depth.
Tettra
Image source: Capterra
Tettra is a knowledge management and internal knowledge base platform designed to help teams centralize, organize, and share internal company information. It focuses on reducing redundant questions, improving onboarding, and keeping knowledge up-to-date and easily accessible.
Notable features
Search and Q&A features powered by AI
Integration with tools like Slack, Microsoft Teams, Google Docs, or Notion
Verification feature that allows subject-matter experts to check content on a schedule
The option to import content from Google Docs or Markdown files
๐ Pros
- Tettra's clean interface makes it easy to adopt even by non-technical users.
๐ Cons
- For larger organizations requiring enterprise-level features, there is a significant cost to consider, and certain advanced capabilities may not be available.
Conclusion
Now that you are aware of the options, it's essential to prioritize your team's needs, test a few leading solutions, and ensure they provide flexibility for future considerations. The ideal knowledge management platform should not only be effective today, but should also evolve to meet your long-term goals. Most importantly, avoid at all costs finding yourself and your company locked into a tool that complicates migration.
