Nick has been leading high growth teams and scaling early stage tech startups for 10+ years (most recently at Clearbit). He's been in a fantasy football league with his best friends from high school for just as long...and has never won. 😂
Knowledge sharing tools are platforms, software, and apps that help teams document, distribute, house, and manage institutional knowledge.
Learning on the job doesn’t need to be half as hard as it often is. The key? Choosing the right knowledge sharing tools to make learning easier for everyone.
Trainers and managers want to unblock their teams, minimize interruptions, and free up time for strategic work. Individual contributors want to get unstuck fast, build autonomy, and show their impact. Without an effective knowledge sharing tool, no one is equipped to do their best work.
Finding the right mix of tools for your tech stack can increase knowledge transfer, build more institutional knowledge, and lead to fewer knowledge gaps. It can also quickly make documentation and collaboration easier, faster, and more fun. 🥳
Check out our list of the best knowledge sharing tools below to learn how each option can help you hit your goals. For consistency, we’ve included monthly pricing when billed annually for each tool.
Great for people who want to capture and access knowledge in the flow of work—and get stuff done without screen sharing. 🤯
Tango makes it easy for anyone to capture, share, and apply knowledge in seconds, in the flow of work. Instead of wasting time on tedious documentation that hardly gets used, Tango automatically captures your steps while you work to generate on-screen, interactive walkthroughs showing people exactly what to do and where to click to complete a process. With no code or special skills required.
If you want to find the right answers, in the right place, at the right time—and cut down on interruptions, repetitive questions, and synchronous meeting requests—you need Guidance.
If your team needs a fast way to create interactive how-to guides, check out what you can do with Tango:
Capture your steps across all websites, browser-based tools, and cross-application processes without any code.
Document steps in real time and easily pause, restart, delete, and edit steps while you work.
Automatically zoom and crop screenshots.
Annotate and customize screenshots to highlight what’s most important.
Include Callouts to share curated insights from top performers.
Surface sensitive information to find and blur personally identifiable information (PII).
Batch blur sensitive information in multiple screenshots.
Surface the freshest guidance at the exact moment of need so people can find answers fast—asynchronously.
Use Comments to improve processes from the bottom up.
Leverage Guidance Analytics to see what is and isn’t sticking, quantify the impact of your documentation, and deliver personalized help to people who are stuck.
Share and export your guide in an email or as a PDF.
Tango with all your favorite tools and live embed your guide to your website, knowledge base, and more.
Tango has three pricing options with different features:
Starter is free and lets you create up to 25 Tangos per user and includes up to 25 free seats in a Workspace. It also allows you to send on-screen Guidance to anyone in the Workspace and includes browser capture.
Pro is $16 per month for each user and includes everything in the Starter plan. It also includes unlimited Tangos, branded exports, browser and desktop capture, and advanced viewership insights for Tangos.
Enterprise pricing varies by organization and includes everything in the Pro plan. It includes single sign-on (SSO) (SAML), an admin analytics dashboard, dedicated onboarding and training, and allows teams to automatically blur sensitive info during capture.
Automated process capture to deliver insights fast, in the flow of work
Doesn’t export to PowerPoint
No technical skills needed to capture, share, or integrate Tango with other tools
User-level insights only available for paid plans
Guidance Analytics and in-app feedback help teams improve processes
Great for teams who want to keep their team’s information in one place
Guru is a company wiki, intranet, and knowledge base all in one tool. It provides teams with the features to discover, create, identify, and improve knowledge across the organization. With AI integrations, Guru helps teams save time when looking for answers, generating content, and finding the right person to ask questions.
Check out what you can get done with Guru:
Show people helpful content based on their activity.
Capture and create content in your browser, in Slack, and wherever your team works.
Surface trending topics from Slack.
Use analytics to get insights on what your team searches for, how they use content, and how it impacts their performance.
Send automated reminders to subject matter experts about keeping content up to date.
Leverage integrations to connect Guru to other tools.
Start from scratch or use a template to create content.
Save time by using AI to answer questions, find answers, and create content.
Guru has three pricing options for teams:
Starter is free for teams with up to three users and $5 per user per month for bigger teams. Starter lets you use the browser extension, Slack and the Microsoft Teams App, and use their scheduled content verification feature.
Builder is $10 per user per month and includes everything in the Starter plan. It also includes analytics, duplicate content detection, advanced permissions, and custom branding.
Enterprise pricing varies with each organization. It’s a customizable plan that includes AI-powered content suggestions, a customer success manager, and premier support.
AI-powered features speed up manual processes
Additional charge for education and implementation services
All plans include core features like integrations, AI-driven search, and the migration tool
AI-powered content suggestions are only available for Enterprise clients
Content capture and sharing works in browsers and various apps
Looking for a solution with more integrations? Try this next option.
Great for teams that want to create a knowledge base with multiple templates and apps.
Confluence is a remote-friendly open platform workspace your team can use to share knowledge and collaborate on projects. This tool lets you build knowledge bases for documentation and product requirements. Confluence also includes many templates and integrations for other tools to customize and streamline teams.
Here are a few highlights of ways you can use Confluence:
Build a documentation knowledge base.
Find information with labels, advanced search, and page tree views.
Implement apps and integrations into your workspace that dynamically update.
Manage internal and external access with permissions settings.
Use more than 100 templates or start from scratch.
Collaborate with teammates in real time by editing pages at the same time, adding in-line comments, and using Confluence’s social features.
Organize information in Spaces.
Confluence has four pricing options and can vary depending on the number of active users:
Free includes up to 2GB of file storage, unlimited spaces and pages, apps and integrations, and supports up to 10 users.
Standard is about $5.75 per user per month and includes everything from the Free plan. This plan includes up to 250 GB of file storage, user permissions, local business hours support, and support for up to 50,000 users.
Premium is about $11 per user per month and includes everything from the Standard plan. This plan includes unlimited storage, analytics, 24/7 premium support, and team calendars.
Enterprise pricing varies, is available when your team has 801 or more users, and includes everything from the Premium plan. The plan includes unlimited sites, an Atlassian Access subscription, and 24/7 Enterprise support.
Unlimited spaces and pages for all plans
Limited styling and customization options
Many templates to choose from
Analytics only available for Premium and higher plans
Integration with other tools and apps
May need additional training
Are you on a Microsoft-forward team? This next tool may be something to get excited about.
Great for Microsoft-based teams that need to access knowledge anywhere.
SharePoint is an intelligent intranet that lets teams manage content and knowledge for seamless collaboration. You can create websites to house, manage, and share information. Teams can also access SharePoint on any mobile device to keep information close at hand, even on the go.
With SharePoint, you can:
Access it on PC, Mac, and mobile devices.
Use powerful search to discover information.
Share files within and outside of the organization.
Sync local files or folders for offline viewing or editing on Mac or PC.
Work on documents at the same time with Microsoft Office apps.
Organize content in document libraries with access and versioning control.
Share and manage information with Microsoft Lists.
Surface conversations from Yammer.
SharePoint includes two SharePoint online pricing options and one pricing option that includes other Microsoft Office applications.
SharePoint Online (Plan 1) is $5 per user per month. This option includes 1 TB of OneDrive storage per user, secure file sharing, team sites, and 24/7 phone and web support.
SharePoint Online (Plan 2) is $10 per user per month and includes everything from SharePoint Online (Plan 1). This option includes unlimited personal cloud storage, advanced data loss protection (DLP) capabilities, and customized enterprise search to surface resources across Microsoft 365 products, apps, and services.
Office 365 E3 is $23 per user per month, includes everything from SharePoint Online (Plan 2), and also includes Microsoft 365 access. This option includes custom email domain addresses, automated business processes with Microsoft PowerApps and Microsoft Flow, and supports an unlimited number of users.
Sync and manage files in real time and manage them with versioning and access control
No free version
Integrate other Microsoft products, apps, and services
Advanced DLP only available for Plan 2 and up
Access on PC, Mac, and mobile devices
This next knowledge sharing tool may be a fit if you’d describe your team as no-fluff and straight to the point.
Great for teams that want a fast and simple collaboration hub.
Nuclino is a modern and straightforward workspace that lets teams easily organize their knowledge base. You can use their drag-and-drop editor to create and edit content instantly while also reflecting updates in real time. Nuclino also lets you use different views, like a Kanban view and a mind map view, to help you visually explore your team’s ideas.
Learn about how Nuclino can help you create an uncomplicated workspace for your team:
Manage access with private and public workspaces.
Use different views to see your knowledge base’s organization and hierarchy.
Collaborate and see updates reflected in real time.
Search and filter by title or content.
Integrate your workspace with third-party tools and apps.
Create and edit content with the drag-and-drop editor.
Use web, desktop, and mobile apps.
Export content in formats like PDF and Word.
Nuclino has three pricing tiers:
Free lets teams create up to 50 items with 2 GB total storage. It also includes integrations for, web, desktop, and mobile app access, and two-factor authentication.
Standard is $5 per user per month and includes everything from the Free tier. It also lets you create unlimited items, includes 10 GB of storage per user, and enables several admin tools.
Premium is $10 per user per month and includes everything from the Standard tier. It also includes access to advanced security controls, team insights, and 20 GB of storage per user.
Simple and intuitive design
Updates reflected in real time
Multiple views to explore and organize knowledge
Looking for an easier way to share video? Stay tuned for this next one.
Great for teams that want to easily share screen recordings.
Loom is a simple video messaging platform that lets you record your screen and camera to create videos. Your team can use interactive features like emoji reactions and time stamped comments to respond to videos and stay engaged. Higher pricing tiers allow access to more advanced analytics and privacy controls.
Check out Loom’s features that help you simplify screen and video sharing:
Create videos using simple screen recording, camera capture, and instant editing.
Generate unlimited transcriptions and screenshots for all users.
Use integrations with other tools.
Get viewer and engagement insights.
Use password-protected videos, SSO (SAML), and advanced content privacy for paid tiers.
Choose between the desktop app, mobile app, and Chrome extension.
Loom has three pricing tiers and two types of creators: Creators Lite and Creator Accounts. Creator Lite users are always free and have limited video recording capabilities. Creator accounts are for paid users that include unlimited video recording capabilities.
Starter is free and includes up to 50 Creators Lite, 25 videos per person, up to five minutes per video, unlimited transcriptions, instant editing, privacy controls, and viewer insights.
Business is $12.50 per creator per month and includes everything in the Starter tier. It also includes unlimited videos and recording length, custom branding, engagement insights, and the ability to embed links in the video.
Enterprise pricing varies and includes everything in the Business plan. It also includes advanced content privacy, custom data retention policies, Salesforce and Zoom integrations, and allows unlimited members.
Interactive video editing features
Limited editing capabilities
Personal, shared, and team library access
Salesforce and Zoom integrations only available for Enterprise customers
Unlimited transcriptions and screenshots
💡 Tango Tip
Record a Loom while you capture a Tango. You can give your teammates both a voiceover and step-by-step documentation to cater to different learning styles.
Learn more about this and other Tango power user tips
If you’re in the market for a tool that’s simple yet powerful, this next one’s for you.
Great for teams that want to simplify and cut down on other tools.
Notion is a workspace that lets you manage and create wikis, docs, and projects in one place. Their configurable blocks and content types can help you customize your knowledge base for your team. Notion AI is its latest feature that can automate and speed up tasks across its platform.
If you’re looking for a way to condense many tools into one, learn what features Notion brings to the table:
Collaborate in your team’s workspace to create wikis, docs, and projects.
Create projects and docs using configurable blocks and content types.
Manage privacy with permission groups and open and closed team spaces.
Invite guest collaborators to view your workspaces.
Search with powerful filters to find what you need.
Import from other tools or start with a template.
Get page analytics to view engagement.
See page history.
Use integrations with other tools.
Automate tasks with Notion AI.
Notion has four pricing options for your team to choose from:
Free includes a collaborative workspace, basic page analytics, integrations with other tools, and allows you to invite up to 10 guests.
Plus is $8 per user per month and includes everything in the Free plan. It also includes unlimited blocks for teams, unlimited file uploads, and the ability to invite 100 guests.
Business is $15 per user per month and includes everything in the Plus plan. It also includes advanced page analytics, private teamspaces, and the ability to invite 250 guests.
Enterprise pricing varies and includes everything in business. It also includes workspace analytics, unlimited page history, and a dedicated success manager for organizations with 100 or more seats.
Collaborative workspace that updates in real time
Limited formatting options
Option to integrate and import from other tools
Workspace analytics only available in the Enterprise plan
Notion AI can help automate various tasks
💡 Tango Tip
Use Tango to quickly create step-by-step guides, then pop new knowledge into Notion. Sound interesting? See Tango and Notion in action.
There are even more options if you’re looking for a modern tool that anyone can pick up.
Great for teams that want to keep their knowledge base and company intranet in one spot.
Papyrs is a collaborative portal with a modern take on the company intranet, knowledge base, and internal wiki. Their tool has many widgets and features that are easy enough for your less technical teammates to pick up. Power users can still use features like Markdown mode to get even more done. You can use Papyrs to create dashboards, integrate other tools, and engage with your team.
Sounds like a lot for one tool! Take a peek at some of the top features Papyrs has to offer:
Use a lightweight platform that’s easy for any teammate to customize.
Create unlimited pages.
Add widgets like polls, videos, and checklists.
Easily manage privacy and security.
Use a powerful search function to find what you need.
Manage permission levels and backup data.
Split into subsites as your team scales.
Add integrations with other tools.
Papyrs has five pricing tiers available:
Personal Wiki is free, includes unlimited pages, one user, two subsites, and 1 GB of storage.
Team Wiki is $89 per month and includes everything from their core features. It also includes a max of 20 users and subsites, has no storage limit, and Advanced Admin controls. You can also pay $179 per month with 40 users.
Company Wiki is $347 per month and includes everything from the Team Wiki plan. It also includes a max of 60 users and subsites, a custom domain, and SAML SSO. You can also pay $539 a month with 120 users.
Company Intranet is $899 per month and includes everything from the Company Wiki plan. It has no user limit and also includes a max of 100 subsites, unlimited version history, and premium widgets.
Enterprise pricing varies and includes everything from the Company Intranet plan. It also includes unlimited subsites, Enterprise Security, and Enterprise Support/Security Level Agreement (SLA).
Widgets, page layouts, templates, and drag-and-drop functionality for easy creation
Doesn’t have features for real-time collaboration
Keyboard shortcuts and Markdown mode for power users
Version history for some plans only go up to 120 days
Ability to create subsites as teams grow
The next tool may be just what your technical teammates have been searching for.
Great for technical teams that want to create and manage better documentation.
Gitbook is a knowledge sharing platform designed and inspired by how developers work. You can create, collaborate, and review directly in GitBook. GitBook Lens can speed up your team’s search by quickly scanning your documentation and summarizing an answer in seconds.
Learn about how Gitbook can support technical teams:
Organize content with published, private, and unlisted spaces.
Keep track of progress with version history, an activity feed, and change requests.
Get started with templates or by importing from other tools.
Use integrations with other tools.
Leverage Lens (Gitbook AI) for faster and smarter search.
Gitbook has four pricing options:
Personal is free and includes one member, templates, version history, published and private spaces, and integrations with other tools.
Plus is $6.70 per user per month and includes basic customization, email domain SSO, and basic roles.
Pro is $12.50 per user per month plus an $82.50 monthly platform fee. It includes advanced customization and roles, team management, and visitor authentication.
Enterprise pricing varies and is for teams of 20 or more. It includes a dedicated customer success manager, setup and onboarding support, and legal and security reviews for teams of 50 or more.
Smooth sync with GitHub
Insights, analytics, and content feedback only available for Pro and higher plans
Share work using published, private, and unlisted spaces
Limited customization options
Integrations with other tools to import data and embed content
Is your team already using Google’s free apps? You can consider upgrading with this next tool.
10. Google Workspace
Great for teams that want a suite of tools to help share knowledge.
Google Workspace offers teams business-grade services for familiar apps like Gmail, Calendar, and Drive. This gives your team various formats for them to share knowledge, like video and documentation, with a single platform. Your team can also enjoy more storage, 24/7 phone and email support, and other enhanced features.
What exactly can you do with Google Workspace? Learn more about their feature below:
Get a custom email for your business that blocks 99.9% of attacks.
Meet with teams through video and voice conferencing with various features in each plan.
Manage files with shared drives for your team while supporting over 100 file types.
Use shared calendars and appointment booking pages for meetings.
Protect your team with security and management features, like two-step verification, for all plans.
Collaborate in real time on content creation with Docs, Sheets, and Slides.
Build apps without code with AppSheet.
Use smart search with Cloud Search.
Google Workspace has four pricing plans. Business Starter, Business Standard, and Business Plus have a maximum of 300 users.
Business Starter is $6 per user per month and includes a custom and secure business email, 100 participant video meetings, 30 GB of storage per user, and security and management controls.
Business Standard is $12 per user per month and includes everything from the Business Starter plan. It also includes 150 participant video meetings and recording, 2 TB of storage per user, and a paid option to upgrade to Enhanced Support.
Business Plus is $18 per user per month and includes everything from the Business Standard plan. It also includes eDiscovery and retention for emails, 500 participant video meetings with attendance tracking, 5 TB storage per user, and enhanced security and management controls.
Enterprise pricing varies and includes everything from the Business Plus plan. It also includes noise cancellation and in-domain live streaming for video meetings such as advanced security, management, and compliance controls, and Enhanced Support.
Enhanced business features for Google’s apps
Does not have a free plan
Lots of storage per user
Security and management controls for all tiers
Looking for a tool specifically built for knowledge sharing? Check out this next option on our list.
Great for teams that want a powerful solution built to organize knowledge.
Bloomfire’s knowledge management platform can support your team’s knowledge capture, discovery, curation, control, and security processes. Their team can tailor the platform to your needs and support you during and after setup. On top of creating and managing content, you can also use Bloomfire’s analytics to surface knowledge gaps and celebrate top contributors.
Post questions for the team and record answers for the future.
Help your team find what they need across all knowledge bases using powerful search, filters, and a synonym library.
Curate content and customize feeds.
Send newsletters and notifications about content.
Tailor your team’s experience with a flexible homepage, content feeds, and notifications.
Use integrations with other tools, data sources, and current file storage systems.
Manage your team’s content review process.
Analyze usage with built-in analytics.
Enjoy unlimited storage for all of your content.
Search deep-indexed content to find what you need.
Manage access with flexible controls.
Work with the integration team to tailor Bloomfire to your team’s needs and support onboarding your team to the platform.
Collaborate with your customer success manager to keep knowledge up to date, analyze data, and make the most of Bloomfire.
Bloomfire charges $25 per user per month. This price scales by volume and model. Reach out to get a tailored quote based on your team’s needs!
Integration team and customer success manager for all customers
Setup can be time-consuming
Ability to curate content and customize feeds
No free tier
Is your team attached to your existing tech stack and not big on change? This next option may be just what you need.
Great for teams that want something that works with their existing tools.
Tettra is a knowledge base software that integrates with your team’s existing suite of tools. For instance, you can answer Slack questions on their platform and use Google Docs in your knowledge base. Their Content Automation features will also help you find stale pages and unowned content.
Tettra can make knowledge sharing easier with several capabilities. You can:
Create content with a simple editor.
Include existing Markdown files, Google Docs, and more in your knowledge base.
Respond to questions directly in Slack or Microsoft Teams.
Store questions and answers.
Assign knowledge experts for different topics.
Schedule subject matter expert reviews.
Let users request new pages or page updates.
Manage unowned, stale, and public content with content automation.
Export content to HTML for backup or migration.
Oversee access with roles and permissions.
View usage analytics for content and users.
Use integrations with other tools
Tettra has three pricing options:
Starting is free and includes up to 10 users. It also includes version history for up to 30 days, 1 GB per user, and a question and answer function.
Scaling is $8.33 per user per month, includes up to 250 users, and includes everything from the Starting tier. It also includes unlimited version history and storage, more integrations for tools like Slack and Zapier, and permissions features like read-only users and page locking.
Enterprise is $16.66 per user per month and includes everything from the Scaling tier. It also includes usage analytics, SSO (SAML), and phone support.
Platform allows teams to directly use and integrate existing tools
Phone support only available for Enterprise customers
Content Automation surfaces things like knowledge gaps and stale content
Limited analytics options
Ability to assign knowledge experts
Looking for a platform that other teams can use? Maybe something that can also replace your CRM or your accounting software? This last one may be your best bet.
13. Zoho’s Workplace Suite
Great for teams that want to stick with one platform.
Zoho has a suite of products that cater to HR, finance, developers, and more. We’ll focus on Zoho’s Workplace Suite (which is jam-packed with knowledge sharing features).
Zoho Workspace helps users create documents, presentations, and spreadsheets that live on the platform. You’ll have a variety of messaging options ranging from email to team meetings, with features that make trainings more interactive.
Zoho’s most popular features allow you to:
Create documents, sheets, and presentations.
Store files like documents and videos on the cloud.
Video chat with your team, share your screen, and download an analytics report for your meeting.
Keep communication like email and chat in one place.
Use Connect to share announcements and files with the wider team or small groups.
Customize powerful and functional dashboards.
Zoho’s Workplace Suite has four pricing tiers. They also offer Zoho Remotely for teams that don’t need email.
Forever free plan is free for up to five users and includes 5 GB of storage per user, 25 MB attachment limit, web access only, and email hosting for a single domain.
Standard is $3 per user per month and includes 30 GB of Mail storage per user, 10 GB of WorkDrive storage per user, and access to a variety of features from Zoho Mail, WorkDrive, Office Suite, Cliq, and Meeting.
Professional is $6 per user per month and includes everything in the Standard plan. It also includes 100GB of Mail storage per user; 100 GB of WorkDrive storage per user, enhanced features in Zoho Mail, Meeting, and Cliq, and access to Zoho Connect.
Mail-only Plan is $1 per user per month and only includes features in Zoho Mail and Zoho Calendar.
Content creation, communication, and collaboration in one suite
Platform and some apps can get slow, especially with unstable or slow connections
Analytics and interactive tools for meetings
Synchronization can sometimes lag
Dashboard that brings everything in one place
How to pick the best knowledge sharing tools for your team
At the risk of stating the obvious—this is a lot to take in, and there are lots of options to choose from. To avoid analysis paralysis, use your team’s knowledge sharing goals as your guide.
Is your knowledge base in need of a complete overhaul? A large workspace or intranet may fit the bill. Do you need to close the learning loop so you can continuously create and level up your existing knowledge? A more targeted tool with built-in feedback loops can probably help with that.
Here are a few capabilities to consider when searching for a tool:
Formats, apps, integrations, and features that cater to different learning styles and existing tools
Integrations and features that help keep your team in the flow of work
Automation, AI, and other time-saving features
Editing and customization options
Special skills or training needed to use them (and how that might impact adoption)
Sharing and exporting options
Searchability, discoverability, and overall ease of organization
Solutions to help with version control and keeping content current
Security, permissions, and access control
Something else you may want to keep in mind? Which tools make knowledge sharing easy, fast, and fun. 💃
All features and prices are sourced from company websites and are accurate at the time of writing (April 2023).
The bottom line
Finding the right knowledge sharing tools is not only a good first step to building a tech stack that enables everyone to do their best work.
It’s also a prerequisite for building a strong knowledge sharing culture, where sharing best practices, tips, and tricks becomes an ongoing, ingrained practice—vs. a procrastinated project.
Tools like Tango can speed up the quantity *and* quality of knowledge you share. Instead of combing through lengthy, fragmented, outdated, and hard-to-navigate documentation, your team can quickly find the guidance they need to hit their goals while they work.
What’s the difference between a knowledge base and a knowledge sharing platform?
A knowledge base is your team’s collection of information for their processes and workflows. A knowledge sharing platform is the tool or database you'll use to manage your team’s knowledge base.
What are the benefits of having strong knowledge sharing tools?
The right knowledge sharing tools can enable your team to quickly share, update, and manage internal information without interrupting your workflow. Your team can use tools to share tips and provide enough context for other teammates to learn on their own.
What are some knowledge sharing best practices my team can follow?
You can promote better knowledge sharing by choosing relevant knowledge sharing tools, seeing how people prefer to learn, and working together to create knowledge sharing goals.
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