10 Best Knowledge Sharing Platforms in 2023

Knowledge is as important in a work setting as it is in real life. Easy access to valuable information can help your employees solve problems quickly and make well-informed decisions at work. 

The question is how to make information seamlessly accessible to all your employees? 

This is where a knowledge-sharing platform comes into the picture. It equips employees with a centralized space to share and access critical company information in just a few clicks. No more wasting time on heaps of files and long email threads!

If you are in search of an optimal knowledge-sharing solution but have no idea where to start, we are here to guide you.  

This blog presents the top 10 knowledge-sharing platforms along with their features and pricing. But before we dive deeper into the tools, let’s get our basics about knowledge sharing right.  

Without further ado, let’s begin. 

What Is a Knowledge Sharing Platform?

A knowledge-sharing platform is a centralized online repository of essential company information such as work processes, standard operating procedures, policies, and much more. The platform makes information access a breeze as employees can find everything they need from one single location. 

Such a platform can help you build a knowledge-sharing culture in your organization, make information easily discoverable, and turn your workforce into a productive powerhouse. 

5 Reasons Why Knowledge Sharing Is Important

Did you know that 55% of companies state organizational silos as the biggest barrier to knowledge sharing?

Knowledge sharing is an integral part of business growth. It helps in building a collaborative culture where employees can seamlessly share and access knowledge. It also helps you break down major productivity barriers like organizational silos, lack of incentives and technological infrastructure, etc.

In addition to this, there are multiple other benefits of knowledge sharing, such as: 

1. Boosts Internal Team Collaboration

A lot of work goes into creating a team of talented and skillful individuals. If given a possibility, would you not want to unify the minds of all those individuals for the betterment of your company? Well, a knowledge-sharing tool can help you do that!

A knowledge-sharing platform helps your employees collaborate within the tool, thereby boosting innovation, problem-solving, and communication. They can work on projects together, co-edit articles, and share feedback – all from one single platform. 

2. Streamlines Knowledge Transfer

Employees develop unique ways of accomplishing tasks during their tenure. They gain useful insights through years of experience and observation, which is an asset for your organization. Your company must retain this knowledge so that it’s not lost even when employees resign or are transferred. 

With knowledge-sharing tools, employees can regularly share wisdom with different teams from a single platform. The ease and accessibility of these tools make knowledge transfer a seamless process that doesn’t require additional time and effort. 

3. Improves Decision-Making

Easy access to necessary information aids employees in making well-informed decisions. A well-organized knowledge-sharing platform makes company knowledge easy to discover. This relieves employees from the time-taking task of browsing through emails and documents.

When employees consistently make positive decisions, it boosts their confidence and propels your company in the right direction.

4. Aids in Employee Onboarding

Onboarding employees isn’t easy as you need to familiarize new hires with your company’s culture and people. It becomes even more challenging when you are hiring remotely.

A knowledge management system aids in the onboarding process by allowing new employees to self-learn about your company processes. It acts as a one-stop point where employees can find all essential company information and stay on the right track from day one.

5. Streamline Sales Processes

Sales executives need to juggle a lot of prospects and their needs on a regular basis. At times, it can be difficult for them to manage such a multitude of requirements. This is where a knowledge-sharing tool comes in. It helps your sales team easily organize and store information regarding important sales processes, client data, product details, etc., so that they can be quickly accessed when needed.  

Key Features of Knowledge Sharing Platforms

The right knowledge-sharing platform can be a game-changer for your business. However, not every knowledge base software has got what it takes to meet your unique requirements. 

Here are the key features of knowledge-sharing tools that you must consider during the selection process: 

1. Robust Search

The knowledge-sharing tool you choose should be equipped with a powerful search system that works as efficiently as Google. It should display accurate page and article suggestions every time users run a search. 

2. Mobile-Friendly

Mobile accessibility is a key feature that an ideal knowledge-sharing tool must have. This feature promotes remote work and makes it easy to create, consume, share, or store content on the fly.

3. Robust Reporting and Analytics

Data and analytics act as a litmus test for the content you share on a knowledge-sharing platform, indicating what modifications are required to address the issues of your employees. You can track performance metrics such as failed searches and poorly rated articles to analyze content performance.

4. Team Collaboration 

Involved employees tend to work more efficiently and stay longer in an organization. The right knowledge-sharing tool offers a platform where your employees can collaborate on projects, share feedback, and learn from each other regardless of their location.

5. Effortless Integrations

Knowledge-sharing tools should allow for effortless external integrations. Integrations are a good way to connect the software with multiple other tools and experience better results. For example, integrating a knowledge-sharing tool with Slack can help in keeping your team updated on any new, updated, and deleted articles. 

Our Selection Criteria for Choosing the Top Tools

We used the following criteria to develop our list of knowledge-sharing platforms.

✅ Ease of Use

Ease of use is a quality that all knowledge-sharing solutions must have. An intuitive interface and hassle-free setup process help new users adapt to the tool quickly. 

✅ Core Knowledge Sharing Features 

A competent tool should have core knowledge-sharing features such as user management, access control, integrations, and powerful search. 

✅ Listed on Top Review Websites

The knowledge-sharing tools should be listed on top review websites like Capterra, G2, SoftwareWorld, etc. Being enlisted on top review sites adds to the reputation of the software.

✅ Minimum 10 User Reviews

A minimum of 10 user reviews on top software review websites can work as the baseline for selecting the right knowledge-sharing platform. Anything lower than that can question the credibility of such a tool.

10 Best Knowledge Sharing Platforms to Boost Team Collaboration

We have compiled a list of the best knowledge-sharing platforms on the market today. You will find the pricing and rating of each tool, along with their description and features below. 

1. ProProfs Knowledge Base

Pricing: Starts from $30/author/month

ProProfs Knowledge Base is undoubtedly one of the best knowledge-sharing tools that you can set up in minutes without any coding knowledge. It comes with all the features required to create training documentation, employee handbooks, company wikis, and other similar platforms.   

You can instantly start the content creation process using customizable templates and a WYSIWYG editor. The tool supports over 90 languages to allow effortless collaboration with users all across the globe. It also features a robust reporting system that offers valuable insights into failed searches, poorly rated articles, broken links, and much more. 

Key features:

• Ensure document security with single sign-on and IP restrictions
• Assign roles & permissions to help teams work in collaboration
• Provide anytime, anywhere access to company information 
• Keep content up to date with in-depth reports & analytics
• Integrate with the survey, collaboration, and other productive tools

Rating: 4.6 / 5

2. Nuclino

Pricing: Starts at $5/user/month

Nuclino is a cloud-based tool designed to offer a simple and fast way of sharing knowledge and collaborating in real-time. The tool lets you create, share, organize, and manage knowledge effortlessly from a centralized location.

To help you work more efficiently, it comes with essential features like auto-saving, instant search, and a keyboard-first design. The simple editor of the tool lets you enrich your content with videos, files, text, code blocks, and more. You can also integrate the tool with third-party applications that complement your work processes.

Key features:

• Simplify writing & editing with a rich text editor
• Search information quickly using instant search
• Integrate easily with third-party applications
• Streamline work across devices with a mobile-friendly platform
• Work collectively on documents with comments & user mentions

Rating: 4.6 / 5

3. Google Workspace

Pricing: Starts at $1.6/user/month

Google Workspace (formerly G-Suite) is a flexible and creative solution for businesses looking to work more efficiently. The solution combines several productivity tools like Google Docs, Sheets, Slides, Drive, etc., to meet your diverse business needs. It is not hardcore knowledge-sharing software, yet it delivers a power-packed solution for teams of all sizes. 

With AI and machine learning in its arsenal, the tool can help you automate a large number of processes and equip your team with data-backed insights.

Key features:

• Increase the efficiency of work processes with advanced automation
• Get access to productivity tools like Docs, Sheets, Meet, etc.
• Use smart insights to make better decisions
• Let your employees work seamlessly from any device 
• Store, organize, and share data using Google Drive

Rating: 4.7 / 5

4. Bloomfire

Pricing: Starts at $25/user/month

Bloomfire is a popular online knowledge-sharing tool that makes knowledge easily accessible regardless of the place of work. The tool features a personalized feed that gets populated by the authors, posts, and tags you follow. Employees can look at the feed and stay updated with the latest developments. 

Bloomfire’s AI-powered search engine ensures that you spend less time digging for content and focus more on the task at hand. The tool also supports 50+ file types to aid knowledge import.

Key features:

• Always stay up-to-date with a personalized feed
• Import efficiently with 50+ supported file types
• Display accurate information with AI-powered search engine
• Find knowledge gaps with built-in reports and analytics
• Integrates easily with third-party tools like Google Workplace, Zendesk, etc.

Rating: 4.3 / 5

5. Confluence

Pricing: Starts at $5.5/user/month.

Confluence is a cloud-based knowledge-sharing tool that can be used to create “spaces” for team collaboration. Within spaces, you can further create pages and content either from scratch or by using a template. This feature helps in creating a neat and organized structure that makes it easy to find important information whenever needed. 

Confluence makes it easy for your employees to share feedback, co-author a document, and add comments mentioning users. The tool also integrates well with other popular tools like Jira, HipChat, Trello, etc.

Key features:

• Add content and set up in no time using customizable templates
• Organize content in pages and spaces
• Search effectively with an advanced search engine
• Exchange feedback and invite colleagues for easy collaboration
• Keep teams updated with real-time notifications

Rating: 4.4 / 5

6. Panopto

Pricing: Panopto Pro costs $14.9/month. 

Panopto is a unique knowledge-sharing platform that can be used to create, manage, and share video assets. It offers detailed analytics to help you gauge the performance of your video content and fill knowledge gaps. With Panopto, you get customization features for easy and effective branding of your knowledge base. 

The tool also offers other useful features like video tagging, Mac screen recording, editing, subscriptions, etc.Furthermore, this tool is mobile-friendly, so your teams can use it on the go for consuming and sharing videos.

Key features:

• Share content easily with video tagging
• Record & edit screen content effortlessly
• Gauge content performance & make updates with detailed analytics
• Add your brand’s flavor to the content with brand customizations
• Access & consume content anytime and from anywhere

Rating: 4.5 / 5

7. Tettra

Pricing: Starts at $8.33/user/month.  

Tettra is an all-around knowledge base software that comes with a simple, non-clunky, and easy to use editor. The tool features monthly reporting to help you determine the performance of articles and fill any existing knowledge gaps. Also, there is a content suggestion feature that automatically finds stale, public, or unowned content for timely cleanup.

With Tettra, you can allow read-only or guest users to set up private categories of information. The tool also integrates beautifully with Google Workplace and Zapier for knowledge import and process automation.

Key features:

• Use the simple text editor for easy content creation & editing
• Measure article performance with monthly reporting
• Make necessary updates with smart content suggestions
• Set up private categories using user permissions
• Adopt third-party tools with easy integrations

Rating: 4.1 / 5

8. GitBook

Pricing: Starts at $6.4/user/month

GitBook is a simple yet modern documentation platform where employees can document everything from products and service details to company policies and processes. It allows you to share content privately with your employees and also share content with non-GitBook users via a secret link.

You get a rich text editor and customizable branding options that help you improve the appearance of your knowledge base. Lastly, to maximize productivity, it is loaded with modern features like code snippets, markdown commands, integrations, style branching, etc.

Key features:

• Share content seamlessly, even with non-GitBook users
• Enrich your documents with images and videos
• Create & edit smoothly with a rich text editor
• Easily format & style text using markdown commands
• Use external integrations to improve team productivity 

Rating: 4.5 / 5

9. Notion

Pricing: Starts at $4/user/month. 

Notion is an all-around knowledge-sharing platform that helps your employees manage projects, take notes, and share information with each other. The minimalistic interface of the tool and the pre-designed templates help you jump-start the content creation process.

Notion offers high customizability to help you tailor content and make it more engaging. That’s not all; you can also enhance the workflows by integrating them with third-party tools of your choice.

Key features:

• Advanced permissions allow full control over user access
• Modify content the way you want with rich customization options
• Initiate content creation instantly with 50+ pre-built templates
• Export the knowledge base effortlessly in PDF format
• Organize work better through timelines and calendars

Rating: 4.8 / 5

10. Papyrs

Pricing: Starts at $89/month.

Papyrs is one of the best internal knowledge-sharing software ideals for creating wikis, a company intranet, and an in-house knowledge base. The tool’s WYSIWYG editor with rich formatting ensures you create clean and consistent content, while the powerful search function provides instant answers to the questions asked. 

The permission and version control features of this tool allow you to choose which clients or users can view or edit the documents. The tool also integrates effortlessly with Slack, Google Workplace, Zapier, etc. for enhanced team collaboration and workflow automation.

Key features:

• Find documents quickly with a powerful search function
• Use rich formatting to create clean & clutter-free content 
• Improve productivity with third-party integrations
• Style content easily with markdown commands
• Import content in no time with the drag & drop functionality

Rating: 5 / 5

It’s Time to Choose the Right Knowledge Sharing Tool

When it comes to knowledge-sharing platforms, not every tool is built for your business.  A tool that works for someone won’t necessarily work for you. You need to weigh your options and pick the one that best fits your needs. 

While searching for the ideal knowledge-sharing software, remember to look for features like a rich text editor, in-depth reports, and third-party integrations. Besides this, what’s equally important is the ease of use and value for money that the tool offers.  

Considering these factors will get you closer to the right tool!