Company Knowledge Management Tools: Which should you use?

When speaking about company knowledge management tools, the influence of trends such as Digital transformation or the use of SaaS tools, have led to two main approaches:

  • On one hand, the use of collaborative, cloud-based software, without the specific purpose of knowledge management (some have free plans). These help with information exchange in an agile way. Some examples are Slack, Trello, Microsoft Teams, and even shared drives with collaborative real-time file editing, such as Google Drive and OneDrive.
  • On the other hand, there is the use of company knowledge management tools. These are specifically created for this purpose, some of them focused on certain knowledge, such as process modeling, for example.

In this post, we will present 3 tools for company knowledge management in general and one specially developed for the management of knowledge acquired during BPMN process modeling.

Also see: Technology, People, and Processes in knowledge management

Company knowledge management tools

Company knowledge management tools have the objective of transforming tacit knowledge (personal and non-systematized) into explicit knowledge (general and documented domain).

For this, it’s necessary, among other changes, to transform data into information (such as cold figures in intelligible graphs). Then, likewise, information into knowledge (for example: how to use these graphs to make decisions, based on experience, etc).

To do this, both data and information must flow transparently throughout the organization. And when these two elements become knowledge, you must systematize it in documents, templates, frameworks, manuals, slide shows, video-tutorials and various other media.

To facilitate these activities, check out some company knowledge management tools:

1- Bitrix24

Used by more than 2 million companies worldwide. Bitrix24 is a free online collaboration platform that has 35 different tools developed for the diffusion of information and knowledge among teams.

Integrating all enterprise areas, it has a social intranet, project management, video chat and, cloud document management, among other functionalities. Virtual drives house these functionalities, in an organized and accessible way.

2- AnswerHub

With a differentiated and very specific proposal from the company knowledge management tools we selected, AnswerHub works in a Question & Answer format.

In addition, it helps to create ideas and an ideal knowledge base to store and disseminate company information. Organizations such as Harvard Business Publishing, GE, eBay, and LinkedIn make use of this knowledge management software.

3- Confluence

This is perhaps the most well-known of the company knowledge management tools in our list. Confluence is a powerful repository of information and knowledge. It has the specific purpose of helping people in organizations figure out how to do the things they want.

Its well-crafted search tool is a key part of this software. It also allows you to work and collaborate on projects without changing tools. You can use the knowledge base to publish and access information (including customer support), project documentation and teams among others.

Organizations the size of NASA, Lufthansa and Spotify have already created 100 million pages in the tool.


Specifically focused on process modeling, automation, and documentation, HEFLO doesn’t focus mainly on company knowledge management, however, if its purpose is to document processes and the knowledge acquired through them, this is the ideal tool.

In addition to generating process documentation instantly, after the modeling has been done in a “drag and drop” format, characteristic of Low BPM code software, HEFLO has a Process library which can be consulted at any time. It’s cloud-based and accessible by mobile devices.

In addition to allowing teamwork, you can store each process flow without losing previous versions. This creates a knowledge and learning repository that shows the evolution of each process. Starting from the initial idea, its step by step modifications, until it arrives at the final flow, as implemented.

Also see: What is discontinuous innovation?

Want to have access to a tested and approved process library to share with your team and your organization? Register with HEFLO, it’s free, and you can immediately begin modeling and archiving your processes for future reference.

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