The Best Knowledge Management Tools for Remote Teams

Knowledge management is the in-house storage of important data about how a particular company is run. For most remote teams, it is also how workers process documentation and access critical training to get the job done without bothering their teammates. It’s more efficient and a lot easier to reference detailed documents of instructions than it is to continually undergo full-on training sessions. For remote teams these days, knowledge management software is simply the way to go.

Knowledge management software can help your company stay organized and allow it to move smoothly through uncertain times. A side-benefit of such tools is that they help reduce the brain drain caused by staff turnover and reductions. Keeping track of the processes and tools you have, why they’re better than all the other alternatives, and how they are used can save remote teams quite a few headaches. Let’s take a look at some of the best tools out there.


1.     Sharepoint

Sharepoint, from Microsoft, is a collaboration software tool that can be used as an intranet for both the people outside the company and those within it looking to familiarize themselves with all the in-house content and processes. Users can organize and share news, data, folders, files, and applications across customizable team sites. You can track all file activity and create team discussion platforms for better collaboration. Sharepoint also has a Power Automate feature that can be used to automate repetitive tasks. However, that’s not all. It can be accessed with Android and iOS devices too. This knowledge management software also integrates well with other Microsoft software products and has a three-tier pricing plan.


2.     Google Suite

Google Suite is a cloud-computing, collaboration, and productivity software made up of many apps powered by Google Artificial Intelligence. For instance, Gmail for Business allows you to develop professional email addresses using your company’s domain name, such as [email protected] You can also share your screen and have face-to-face meetings with your team members via Google Meet. This management tool allows you to collaborate with your team in real-time by allowing you to comment on and edit shared files. You can also know when they’re free to work with the shared calendar feature. Shared storage is provided by Google Drive, which has a two-step verification process that helps add another security layer when it comes to signing in. This tool has a three-tier pricing plan, which includes: Enterprise, Business, and Basic.


3.     Freshdesk

This knowledge management software can help you resolve issues together as not many other tools can. It allows you to work together with your remote team to both efficiently and quickly solve customer problems. Freshdesk’s powerful collaboration features can be used to help teams work more efficiently. Discussions between agents and teammates can be done right inside tickets, and the visibility of these said tickets can be retained even if some other team member is working on it. Tasks can also be split by teams so that they can be performed in parallel. The Freshconnect feature allows teams to chat within tickets. You don’t have to go from one different tool to another copy-pasting information.


4.     Basecamp

This project management tool was specifically designed with remote teams in mind. It’s for those of you that are looking for all-in-one management systems. Tasks are divided into projects. All necessary information is housed in one place under these said projects, which includes such things as due dates, discussions, files, and members. You can set recurring questions as well. For example, every Monday morning, you can ask a question like “how far along are you on project ABC?” to those working on project ABC. Basecamp also has a Hill Chart feature that’s a line graph that indicates how your projects work. There’s a dot on the line graphs that can be used to indicate progress. This knowledge management software tool integrates well with Klipfolio, Calamari, and Zapier. It has a single flat monthly rate for pricing alongside a free trial plan that runs for 30 days.



5.     Zendesk

Zendesk’s knowledge management software is known as Zendesk Guide. It helps both remote and in-house teams come up with relevant content. You can customize help centers and fill them with content that customers frequently ask for, like an article explaining how a frequently asked query can be resolved. It has built-in reporting to help you know what needs to be worked on and which one of your content pieces is on the verge of taking off. Zendesk also has an Answer Bot feature that uses AI to answer customer/client emails with recommended article pieces. Teams can come up with their own portals to manage contributions and requests from other teammates. It has a three-tier pricing plan as well, although you’ll have to pay extra for the Answer Bot feature.


6.     HubSpot

HubSpot also has a knowledge base tool that can help your remote workers when they have queries. You can customize and construct a library of articles that can be used to answer any questions your staff might have. These articles can be split into categories and previewed pre-publishing to see how they look on different devices. The effectiveness of the content you put up can be analyzed via a reporting dashboard, which can help show you what people are searching for most often. HubSpot’s knowledge management software can be accessed via Service Hub, which is their CRM software. It has two pricing plans; Enterprise and Professional.




These are just but a few of the knowledge management software tools out there for remote teams. Yes, the above may be some of the best ones on the market. However, it all depends on what you want the tool to do for you and your company. Some specifically focus on the management of remote teams, while others don’t. But that’s why they’re so special, no? Investing in such software can help reduce a lot of roadblocks and manage a company much easier. Hopefully, you now have an idea of what will best suit your company.  



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