7 Best Knowledge-Sharing Tools in 2023

Efficient knowledge sharing is essential for employee onboarding, productivity, and collaboration.

According to Forrester, 29% of an employee's week is spent searching for key information.

An internal knowledge base is vital for fostering a culture of knowledge sharing and boosting efficiency.

What is knowledge sharing? ??

There are many definitions for knowledge sharing, but I particularly like this one by Document360, ‘knowledge sharing is capturing, managing, and distributing key information within an organization.’

Sharing knowledge benefits the entire company, reducing silos, fostering understanding, team building, and leadership growth.

It cultivates loyalty and boosts productivity.

How to shrink the knowledge gap using knowledge sharing? ??

The knowledge gap is the difference between what an organization knows and needs to know to succeed.

let’s delve into how knowledge sharing can shrink the knowledge gap in your organization:????

1. Communication ??

Ineffective workplace communication can lead to serious issues.

Address the communication gap by encouraging communication between teams through meetings, cross-functional teams, and collaboration tools for knowledge sharing.

2. Documentation ??

Establish a centralized knowledge base for continuous updates and documentation of essential information by all employees.

Routine

Create routines for communication and documentation, such as regular training sessions, and knowledge-sharing days.

You can also incorporate?training manuals?to help bolster a culture of lifelong learning.

Here’s a sample training manual created using Document360.

This manual was intended for recent hires still in the induction stage so they could self-learn on any device.

3. Centralization

According to McKinsey & Company reports employees spend 20% of their workday searching for information.

That’s why it’s advisable to use a centralized tool like Document360 for efficient data storage and retrieval.

Features to look for in knowledge-sharing tools ?

With so many?knowledge-sharing tools?available, knowing which one to choose is a hassle.

Here are eight features you must look for when selecting knowledge-sharing software.

? Version Control/Audit Trail

Ever updated a document in your knowledge base only to realize that you deleted something important?

You can try to Ctrl Z your way around it, but it’s updated already – there’s nothing to reverse.

Well, that’s not true. With a knowledge-sharing tool with version control like Document360, you can access all former versions of your knowledge base articles.

? Advanced search function ??

BusinessWire?shares that 57% of employees state that finding the right information is one of the biggest contributors to lagging productivity in the office.

And this is why a tool with advanced sharing options so that it easy for your employees to find the exact information they’re looking for.

Here’s what the advanced search setting looks like in Document360’s knowledge base.

? Category Management

Just like with the advanced search function, your employees should be able to organize shared content by categories (labels and tags) so that it’s easier for other people to find relevant information quickly.

? Integration

Choose knowledge-sharing tools that seamlessly integrate with your existing systems to save time and effort.

No need to move critical documents from their current locations.

? Access levels

Ensure secure access control by using a tool that allows you to set rules for file and category permissions.

? Customization

Select a tool with robust branding and customization options to personalize your knowledge base with your organization's identity and culture.

? Analytics and Reporting ??

Ensure your knowledge-sharing tool has analytics and reporting features to track usage, identify knowledge gaps, and optimize strategies.

? Backup

What happens one day when there’s a technical issue and all your documents vanish? Total meltdown, right?

Choosing a tool with automatic and cloud backup features, like Document360, saves you the stress of losing all your files.

7 Best Knowledge sharing tools ??

Here’s a list of the top seven knowledge-sharing tools to promote the flow of information and reduce the knowledge gap.

1. Document360

Document360?is one the best cloud-based knowledge-sharing tools you can set up without coding experience. It has a robust search function, customizable branding and styling, and?private hosting. You can create, share and edit training documentation,?employee handbooks,?standard operating procedures, how-to guides, and corporate?policies and procedures.

Top Features ?

• Seamless integrations with popular platforms like Microsoft Teams, Slack, Zendesk, Chrome, and Zapier.
• Style documents using formatting techniques with the Markdown text editor.
• You can make your content easily accessible by putting them in categories and subcategories with the category manager.
• You decide who can access what and add authenticated team members to a project with the access levels features.
• Private hosting features that allow you to take control of your knowledge base for the best performance.

2. Nuclino

Nuclino is a cloud-based collaboration tool with powerful features like version control, instant search, and integration with 40+ apps. The one downside that struck me was that Nuclino isn’t cost-friendly for large teams on a limited budget.

3. Google Workspace

Google Workspace combines popular Google collaboration and productivity tools but has limitations and is not considered hardcore knowledge-sharing software.

4. Evernote Teams

Evernote Teams organizes ideas, information, and projects with cross-device note-taking and sharing.

It includes advanced search and access control but may be considered expensive for its features.

5. Zoho

Zoho Desk is a comprehensive knowledge-base software with essential features for business management.

It includes in-built reports to track customer self-service behavior and knowledge base performance.

The integration with Google Analytics provides valuable insights into customer interactions with the help desk.

6. Confluence

Confluence is a powerful tool for project collaboration and management.

It features a collaborative editor for content creation and sharing, including feedback from managers and stakeholders.

With rich-text editing, versioning, access control, and cross-device sync, it enables seamless work from anywhere.

7. MS Sharepoint

MS SharePoint is a versatile web-based platform for secure content and knowledge sharing. I

t facilitates teamwork, collaboration, and communication across devices. However, some users find it complex compared to other tools.

How Knowledge-Sharing Tools Empower Your Employees

• "Accessible knowledge is king!" Knowledge-sharing platforms break down silos and increase productivity.
• Adopting a knowledge-sharing tool empowers employees, improves decision-making, fosters collaborations, and streamlines processes.
• Invest in success and growth for your organization.

Caveat:?Choose the ideal knowledge-sharing tool by considering the highlighted features, budget, and team size.

For more details check out the full?blog ?? in detail below ??