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Here Are 10 Best Knowledge Sharing Tools For Organizing and Accessing Information

YNAW team · Last Updated: July 25, 2025

Quick Summary

This guide compares ten of the best knowledge sharing tools to help your team stay organized. If you’re a school, nonprofit, or agency working in Google Drive, we break down each tool’s features, pros, cons, and pricing so you can find the one that fits your workflow. Visit our blog for more insights on knowledge sharing.

Why Teams Are Switching to Simpler Knowledge Sharing Tools

According to a KM World Survey report, 54% of organizations use more than 5 different platforms for documenting and sharing information. This makes it harder for employees to stay organized and find what they need.

Too many platforms lead to confusion, delays, and wasted time. Having one clear system for sharing knowledge can make a big difference in how your team finds and uses information.

In this You Need A Wiki article, we’ll highlight ten of the best tools to help your team share and manage information easily.

Why Listen to Us?

At You Need A Wiki, we’ve helped lots of teams turn scattered documents into clean, searchable knowledge hubs. Our wiki, powered by Google Docs, makes it easy to organize, access, and share information without changing how your team already works. We know how vital good documentation is, and we’ve built a tool that simplifies it for schools, nonprofits, and growing businesses.

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What Are Knowledge Sharing Tools?

Knowledge sharing tools help teams organize documents, processes, and institutional knowledge in one central location.

Instead of answering the same questions repeatedly or digging through endless folders, teams can quickly find what they need, onboard new members faster, and stay aligned across departments.

These platforms also integrate with existing tools, like Google Docs and Google Drive, to offer an added layer of clarity and coordination without disrupting existing habits.

Why Are Knowledge Sharing Tools Important?

  • Faster Onboarding: New team members can get up to speed quickly by accessing SOPs, templates, and past work in one place.

  • Reduced Knowledge Loss: When someone leaves, their knowledge doesn’t disappear. It stays documented and searchable.

  • Improved Collaboration: Teams spend less time asking questions and more time executing. Everyone works from the same playbook.

  • Better Decision-Making: Shared context leads to clearer, faster decisions across roles and locations.

  • Consistent Processes: Templates and documentation ensure work stays organized and repeatable.

Top 10 Knowledge Sharing Tools for Teams and Businesses

  1. You Need A Wiki

  2. Notion

  3. Slite

  4. Guru

  5. Document360

  6. Knowmax

  7. Tango

  8. Bloomfire

  9. Zoho Wiki

  10. SharePoint

1. You Need A Wiki

First up is our own tool, You Need A Wiki (YNAW). Built for teams already using Google Docs and Drive, YNAW turns scattered folders into a clean, searchable wiki that’s easy to navigate.

There’s no manual setup required. Your existing Drive files and folder structure are synced instantly, with changes reflected in real time.

Perfect for agencies, schools, and nonprofits, YNAW offers a lightweight knowledge management system that fits right into your current workflow, helping teams collaborate with more structure and less friction.

Key Features

  • Google Drive Integration: Automatically transforms your existing Google Docs into a fully structured wiki, no manual uploads or data transfers required.

  • Nested Page Navigation: Presents your documents in a clean, tree-style sidebar, so teams can easily browse through pages without digging through folders or scrolling endlessly.

  • Fast Document Search: Find the right file fast with a smart search that scans not just titles, but also document content, so nothing gets buried.

  • Flexible Sharing and Permissions: Share your company wiki with internal teams, external collaborators, or the public, while keeping your Google Drive permission settings intact.

  • Custom Branding: Tailor the look and feel of your wiki with custom sidebar colors and your own domain, creating a professional, on-brand experience.

Pricing

  • Free: 1 user.

  • Starter ($19/month): Up to 10 users.

  • Team ($49/month): Up to 25 users.

  • Business ($99/month): Up to 75 users.

  • Custom Plans: available for larger organizations with more than 75 users.

For more details, view the YNAW pricing page.

Pros

  • No migration needed, it instantly syncs with Docs in Google Drive

  • Let's teams continue working in Google Docs, reducing the need for tool switching

  • Encourages adoption with a familiar interface and no steep learning curve

  • Lightweight and fast, ideal for teams that want simplicity without sacrificing structure

  • Requires minimal maintenance, making it easy to keep documentation updated

Cons

  • Best suited for teams already in the Google Ecosystem

2. Notion

Notion is a flexible all-in-one workspace that combines note-taking, wikis, databases, and task management. With drag-and-drop blocks, teams can build custom pages using text, images, checklists, tables, and more. It’s a good choice for teams looking to centralize both knowledge and day-to-day workflows in a single place.

Key Features

  • Integrated Wikis and Docs: Create structured, linked documentation and team wikis in one place.

  • Relational Databases: Organize tasks, projects, or content using filterable, connected databases.

  • Notion AI: Summarize content, generate text, and automate writing tasks with built-in AI assistance.

  • Templates and Page Layouts: Offers ready-to-use templates for meeting notes, project plans, and SOPs.

Pricing

  • Free ($0/month): Ideal for individuals managing personal tasks.

  • Plus ($12/member/month): For freelancers and small teams who need more organization and sharing tools.

  • Business ($24/member/month): For growing teams that rely on advanced collaboration and permissions.

  • Enterprise (Custom pricing): For large organizations with strict security, admin controls, and scalability requirements.

Pros

  • Highly customizable, letting teams build a workspace that fits their unique workflow

  • Combines docs, wikis, and tasks in one platform, reducing tool overload

  • Strong community support with thousands of templates and tutorials available

  • Great for asynchronous work with organized comments and change history

Cons

  • Performance may slow down with large or complex workspaces

  • Steeper learning curve for users unfamiliar with databases or nesting logic

  • Limited formatting options compared to dedicated word processors

3. Slite

Slite is a lightweight knowledge base designed for clear, collaborative documentation. It offers real-time editing and AI-powered search to help teams organize information without the distractions of bulky platforms. The platform makes it easy to onboard new members and close knowledge gaps fast.

Key Features

  • Channel-Based Organization: Keep docs neatly grouped by topic, team, or project for easy access and navigation.

  • Mobile and Desktop Apps: Work across devices with a consistent, distraction-free experience.

  • Templates and Notes: Use ready-made templates for meetings, SOPs, and onboarding docs to save time.

  • Knowledge Verification: Set review reminders and owners to keep documentation accurate and up to date.

Pricing

  • Standard ($10/member/month): For teams that need to create, share, and manage knowledge easily

  • Premium ($15/member/month): Best for companies that require advanced user management controls.

  • Enterprise (Custom pricing): For large organizations with needs like read-only access, dedicated account management, and priority support.

Pros

  • Channel structure keeps knowledge organized and accessible across teams

  • Built-in verification tools ensure content stays accurate and regularly reviewed

  • Templates help teams document faster and more consistently

  • Lightweight and easy to adopt for growing teams or smaller organizations

Cons

  • Formatting options are more basic than traditional document editors

  • Not ideal for complex workflows that require database-style structuring

  • Offline access is limited, which can be restrictive in low-connectivity environments

4. Guru

Guru is an AI-powered knowledge platform that combines wiki, enterprise search, and intranet capabilities into one unified experience. It surfaces answers directly within tools like Slack, Chrome, Microsoft Teams, and even ChatGPT, helping teams access verified information without breaking their workflow.

Key Features

  • Verification Workflow: Assigns owners to maintain cards, schedules review reminders, and flags duplicate or stale content.

  • Browser Extension: Captures and searches knowledge from any web page or app via a lightweight extension.

  • Enterprise Permissions & Security: Provides role‑based access control, SSO/SAML support, encryption, and audit logs.

  • Announcements & Analytics: Enables targeted broadcasts with read confirmations and monitors usage trends to optimize the knowledge base

Pricing

  • Free 30-day trial.

  • All‑in‑one plan ($15/user/month): Including AI search + Intranet + Wiki

  • Enterprise (Custom pricing): Includes custom onboarding, analytics, and support.

Pros

  • Uses AI and natural language understanding to share the most relevant answers instantly

  • Built-in verification workflow keeps knowledge accurate and regularly reviewed

  • Lightweight browser extension makes knowledge accessible from any web app or page

  • Insightful analytics help teams understand usage patterns and identify content gaps

Cons

  • Ideal for quick answers and bite-sized knowledge

  • Offline access is limited; Guru relies on internet connectivity for full functionality

  • Advanced features like AI-driven suggestions and verification may require onboarding to use effectively

5. Document360

Document360 is a dedicated knowledge base platform designed for creating structured internal and external documentation. With built-in workflows, AI-powered search, and strong compliance standards, it’s a reliable solution for teams managing SOPs, help centers, or API docs.

Key Features

  • Category-Based Content Management: Organizes documentation using a nested category structure for easy navigation and discovery.

  • Markdown & WYSIWYG Editors: Offers flexibility for both technical and non-technical contributors to create and edit content with ease.

  • Version Control and History: Tracks all changes with the ability to restore previous versions, ensuring accuracy and accountability.

  • Private and Public Portals: Allows teams to manage internal documentation while publishing help centers or FAQs externally.

Pricing

  • Professional: Designed for growing teams to scale documentation effectively

  • Business: Built for mid-sized teams needing more control with advanced features and tracking controls.

  • Enterprise: For large organizations with high-scale and security needs.

All plans are quote-based, with pricing available upon request.

Pros

  • AI-powered search speeds up info retrieval.

  • Detailed analytics offer insights into user engagement

  • Supports both internal and external knowledge bases

  • Structured category-based navigation improves content discoverability

Cons

  • Limited design customization for public knowledge bases

  • Not ideal for teams that don’t use documentation heavily

  • Requires onboarding to understand its full capabilities

6. Knowmax

Knowmax is an AI-powered knowledge management platform for customer support teams that centralizes SOPs, FAQs, decision trees, and visual guides in one place. Designed for support-heavy teams in education, nonprofits, and service-based organizations, it helps streamline internal processes and ensure consistent, high-quality content delivery across channels.

Key Features

  • Decision Tree Builder: Enables step-by-step guided flows for complex processes and troubleshooting.

  • Visual How-To Guides: Supports image- and video-based documentation for clearer instructions and onboarding.

  • Omnichannel Publishing: Distributes knowledge across chat, email, helpdesk, and mobile apps.

  • Multilingual Support: Allows teams to create and manage content in multiple languages for global reach.

Pricing

Knowmax offers customized pricing based on your needs. You’ll need to request a demo or contact their team for exact pricing details.

Pros

  • AI-powered search delivers answers in natural language

  • Decision trees reduce support errors

  • Integrates into existing CRM and chat tools

  • Analytics identify knowledge gaps

Cons

  • Setup can feel bulky and feature-heavy (some users)

  • Dashboard customization options are limited

  • Not ideal for small teams that don’t need decision-tree logic

7. Tango

Tango is a visual documentation tool that automatically turns workflows into step-by-step guides with annotated screenshots. It’s ideal for creating SOPs, training materials, and onboarding docs quickly and with minimal effort. The platform is perfect for teams looking to capture and share knowledge as they work.

Key Features

  • Automatic Workflow Capture: Instantly records on-screen actions and converts them into step-by-step guides with annotated screenshots.

  • Smart Editing Tools: Add instructions, blur sensitive data, and rearrange steps with a simple drag-and-drop editor.

  • One-Click Sharing: Share guides via link, PDF, or embed directly into your knowledge base.

  • Chrome Extension: Capture workflows directly from your browser with a lightweight, easy-to-use extension.

Pricing

  • Free: Ideal for exploring the platform and testing its core features.

  • Pro ($24/user/month): Designed for creating and sharing process guides, perfect for building a knowledge base and quick team enablement.

  • Enterprise (Custom pricing): Tailored for large teams needing advanced capabilities like interactive guides and tooltips across web-based tools.

Pros

  • Reduces onboarding time with clear, visual step-by-step guides

  • Real-time updates ensure guides stay accurate and consistent

  • Works directly in-browser with a lightweight Chrome extension

  • Automatically captures workflows with annotated screenshots, saving hours of manual writing

Cons

  • A desktop app is required for capturing workflows outside the browser

  • Not ideal for creating long-form documentation or text-heavy SOPs

  • Limited formatting flexibility compared to full wiki or doc platforms

8. Bloomfire

Bloomfire is a cloud-based knowledge platform that helps teams organize information, enhance internal communication, and make content easy to search and share. It's a great fit for nonprofits, schools, and agencies working with a variety of media formats.

Key Features

  • AI-Powered Search & Discovery: Deep index across text, videos, slides, PDFs, and audio search within transcripts for precise results

  • AI Authoring Tools: Automatically generate summaries, key takeaways, and topic insights from existing content

  • Q&A Knowledge Engine: Users ask questions and get answers from curated content, reducing duplicates

  • Video Transcription & Indexing: Automatically transcribes video/audio content to make spoken words searchable

Pricing

Bloomfire offers custom pricing for team, department, or enterprise tiers, billed annually.

Pros

  • AI search finds text within varied content types

  • AI tools reduce manual effort in content creation

  • Analytics help measure user engagement and ROI

  • Integrates well with enterprise tools like Slack, Salesforce, and Teams.

Cons

  • Lacks advanced backup/export options for large-scale migrations or offline use

  • Enterprise-grade features may require onboarding support from Bloomfire

  • Aimed at mid-to-large organizations; may be overkill for small teams

9. Zoho Wiki (now Zoho Learn)

Zoho Wiki (now Zoho Learn) is a lightweight knowledge management platform designed for creating internal documentation, training manuals, and wikis. With strong branding options and deep integration across the Zoho ecosystem, it's a solid choice for nonprofits, schools, and agencies already using Zoho tools.

Key Features

  • Spaces, Manuals & Articles: Organize knowledge hierarchically, build shared workspaces ("Spaces") containing structured Manuals and Articles grouped into Chapters

  • Collaborative Rich-Text Editor: Co-edit in real-time with WYSIWYG formatting, templates, comments, @mentions, and version history.

  • SCORM-Compliant Course Builder: Create interactive learning experiences with multimedia lessons, quizzes, assignments, completion tracking, and certifications.

  • Article Verification & Mandatory Reads: Schedule verification reminders, mark mandatory content, and reorder manuals for content governance.

Pricing

  • Free: Great for small teams getting started with structured documentation.

  • Express ($1/user/month): Best for teams needing more document storage and collaboration features.

  • Professional ($3/user/month): Designed for teams looking to scale internal knowledge bases and learning content.

Pros

  • Teams can create structured manuals and collaborate in real time

  • Integrates smoothly with other Zoho tools, great for existing users

  • Branded portals make it easy to manage internal and external audiences

  • Verification and mandatory read tools help keep documentation current

Cons

  • Works best for teams already using Zoho products

  • Limited integrations outside the Zoho ecosystem

  • Fewer design and layout options than some competitors

10. SharePoint

SharePoint is Microsoft’s enterprise-grade platform for intranet, document management, and internal knowledge sharing. As part of Microsoft 365, it allows teams to create structured sites, communication hubs, and custom web apps to organize and distribute information across large organizations.

Key Features

  • Team & Communication Sites: Offers dedicated sites for departments, projects, or company-wide content delivery and engagement.

  • Seamless Document Management: Includes document libraries, version history, check-in/check-out, metadata tagging, and centralized storage.

  • Custom Web Parts & Pages: Enables creation of intranet-like pages using out-of-the-box or custom web parts.

  • Mobile and Desktop Access: Delivers full functionality via responsive mobile apps and desktop synchronization.

Pricing

  • SharePoint Plan 1 ($6/user/month): For small to mid-size businesses in need of basic features

  • Microsoft 365 Business Standard ($15/user/month): Adds Office apps, Teams, and advanced features.

  • Microsoft 365 Business Copilot ($31.50/user/month, billed annually): For advanced level features.

Pros

  • Highly customizable with web parts, branding, and intranet features

  • Detailed permission controls at site, folder, and item levels

  • Scales well for large, multi-department organizations

  • Enterprise search finds content across sites and libraries

Cons

  • Complex to set up and maintain without IT expertise.

  • Search may need configuration for best results

  • Lacks a proper wiki feel compared to newer tools

Simplify Knowledge Sharing With You Need A Wiki

The right knowledge sharing tool helps your team stay aligned, reduce repeat work, and keep important info where everyone can find it. If you're already working in Google Docs, there’s a faster way to make that content more useful.

With You Need A Wiki, you can turn your existing Google Drive into a structured, functional, easy-to-use wiki. No migration needed.

Start using You Need A Wiki today and simplify the way your team shares information!

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