Skip links


Best AI knowledge management apps [Full Guide 2024]

In today's fast-paced world, where technology leads the charge in innovation, artificial intelligence (AI) is becoming a superstar in various fields. One of the areas where AI really shines is in knowledge management. So, what exactly is AI Knowledge Management? and How is AI Knowledge Management supporting individuals?

Knowledge management is the process of creating, identifying, and managing knowledge of an organization and structuring it for effective and efficient usage by employees and teams. 

Organizational knowledge includes information, such as revenue expansion strategies, recruitment best practices, internal IT disciplines, and legal team strategies, among others.  Knowledge management is emerging as the most significant technology of 2020. 

The global knowledge management market is projected to touch $798.9 billion, with a compounded growth of 20.4%, according to The international knowledge management market is likely to expand at a CAGR of more than 22% from 2017 and 2025, says Zion Market Research.

AI Knowledge Management is essentially the use of AI technologies to handle and improve how knowledge—like data, information, and insights—is organized, accessed, and utilized within an organization and individuals.

Think of it as having a super smart assistant that not only helps you keep your files and data in order but also makes it easier for you to find and use them effectively.

Here’s how it works

AI can automate the boring and complex tasks of sorting through huge amounts of data, picking out what’s important, and organizing it in a way that makes sense. This means less time spent on searching for information and more time on using that information to make decisions and drive innovation.

Moreover, AI can learn from interactions and feedback to continuously improve how it manages this knowledge. It’s like having a system that gets smarter over time, ensuring that the right information is delivered to us when we need it

In summary, AI Knowledge Management is all about leveraging AI to make the process of managing knowledge less of a chore and more of an advantage.

It’s like giving your organization and yourself a brain boost with technology!

AI is like a super-smart assistant that’s taking knowledge management to the next level. Let’s break down how it’s making things easier and more efficient:

A big challenge in knowledge management is connecting information from various sources. We gather data from multiple sources, documents, web pages, social media, and more. Seamlessly linking all this information can be tricky.

AI technology makes connecting information easier using natural language processing (NLP) and machine learning algorithms

For example, an AI-powered knowledge management system can analyze user behavior to recommend related content. If a user searches for an article about marketing campaigns, the AI can suggest additional articles on similar topics based on patterns it has identified.

Finding the right information within our knowledge management system can still be challenging, despite advances in search technology. AI can help improve information search capabilities, making it easier for users to quickly and accurately find what they need.

Here are some ways AI knowledge management systems enhance information search:

    • Multilingual Settings: AI can help users search in their preferred language, even if the content is in a different language. It can also provide translations, breaking down language barriers, especially in global organizations.
    • Understanding Behavioral Patterns: AI can analyze user behavior and provide personalized search results based on previous searches. It can also suggest similar search items that other users with similar search histories found useful.

Will AI replace knowledge managers?

No, AI is designed to complement knowledge management, not replace it. AI can automate certain tasks, freeing up knowledge managers to focus on more critical areas like strategy development, content creation, and user engagement.

Is AI only for large organizations?

Not at all! AI can be beneficial for organizations of all sizes. Depending on the specific application, AI can be scaled to fit the needs of small and medium enterprises and even personal user as well

How accurate are AI-powered systems?

The accuracy of AI-powered systems largely depends on the quality of the data used to train them. High-quality, clean data leads to more accurate results. Individuals or Organizations should ensure their data is accurate and well-maintained for the best outcomes.

Every organization can greatly benefit from its people sharing, innovating, reusing, collaborating, and learning. Implementing effective knowledge management techniques in your business can help you fully leverage these benefits:

Improve the decision-making process
With access to the collective knowledge of the entire organization, employees can enhance the quality and speed of their decision-making. Enterprise collaboration tools make it easier to gather diverse opinions and experiences, bringing fresh perspectives to the table and enriching the choices made.

Increase customer satisfaction
When your team excels in knowledge sharing and collaboration, they can deliver more value to customers. This can lead to quicker responses and shorter times to enhance products or services, ultimately boosting customer satisfaction.

Promote innovation and cultural change
Knowledge management not only supports but actively encourages the sharing of ideas and collaboration. It keeps everyone up-to-date and fosters an environment where innovation thrives, helping the organization adapt and grow in response to changing business needs.

Speed up access to knowledge and information
Knowledge management streamlines the process of finding the necessary information or the right people who hold it. This increases efficiency and productivity, allowing you to work smarter and avoid unnecessary duplication of effort.

Avoid redundant effort
No one enjoys repeating tasks unnecessarily. By minimizing duplicated efforts, you save time and money, keep employees motivated, and streamline workflows. This means less time spent on redundant tasks and more time for innovation.

Accelerate customer delivery
Being able to deliver to customers faster than competitors is a key advantage. Effective knowledge management helps streamline processes and reduce delivery times, setting your business apart in the marketplace.

By using these knowledge management strategies, your business can operate more efficiently, innovate faster, and provide superior customer service, all of which contribute to a stronger, more competitive position in your industry.

Personal Knowledge Management (PKM) is like having a superpower for your brain! It’s incredibly useful for anyone who works with information a lot like founders, entrepreneurs, researchers, content creators for students

Think of PKM as a way to get all those swirling thoughts out of your head and into a format where you can see them clearly, connect them in new ways, and improve upon them over time. Every time you revisit a note, you have the chance to tweak it, add new insights, or even see it in a whole new light.

As someone who writes and creates content, I find this aspect of PKM invaluable. It helps me come up with unique ideas, unexpected combinations, and fresh perspectives that I might not have considered before.

And let’s not forget about productivity and organization. With a solid PKM system, you can outline your future goals, plan your projects, and keep your work streamlined and on track.

One of the best parts? You don’t have to rely on just your memory to keep everything straight. Your PKM system acts as an external brain that helps you store and retrieve information without the mental clutter.

Lastly, PKM can really help reduce the feeling of being overwhelmed. By getting your thoughts and information out of your head and into a trusted system, you can clear your mind and focus on what’s truly important. When a persistent thought keeps bothering you, simply writing it down can make it easier to manage and eventually let go of.

So, whether you’re looking to boost your creativity, make better decisions, or just keep your thoughts organized, PKM is a wonderful tool to help you manage the information in your life more effectively.

Using AI-powered knowledge management software is a great idea! There are several top-notch options out there that can enhance how you organize, access, and analyze information. 

Each option below comes with its own set of features, so you can choose the one that best fits your needs.

Struggling with context switching, overwhelm, and forgetfulness? Meet a One-stop AI Productivity app crafted for ADHDers. Stay on top of your work and life with a simple-design note & to-do list app, using best-in-class AI Assistants

It offers a streamlined interface for information collection and organization, utilizing AI to automatically categorize and retrieve notes, significantly reducing the manual effort involved in organizing and finding ideas.

Best feature of

    • Research & note side by side on the webpage 
    • Search in natural language
    • Organize faster with AI tag-suggestion
    • Ask, connect, and synthesize your knowledge with personal AI, Web search, GPT4, Gemini
    • Leverage past information with Similar notes
    • Create faster with AI chat alongside the Note editor
    • Write with a focus in focus mode Limitations

    • Requires internet access: You need to have access to the internet to search through emails or log into the Delta website, which might not be possible everywhere. pricing

    • Free Trial: 0$ /month
    • Starter: Monthly at $7.89/month, Annually at $5.89/month
    • Standard: Monthly at $15.89/month, Annually at $10.89/month

Notion is a popular knowledge management tool that now includes AI functionality. People using Notion to build databases, internal wikis, and knowledge bases 

Best Features of Notion

    • Build and customize knowledge bases: Create and customize internal knowledge bases with pages and databases tailored to your team’s needs.
    • Autofill tables: Transform raw data into polished presentations by autofilling tables.
    • AI search: Ask the built-in AI questions to surface relevant content and share knowledge within your workspace.

Notion Limitations

    • Notion can become complicated with many sources and table when you scale your information

Notion Pricing

    • Free: Basic plan with essential features.
    • Plus: $8/month per user.
    • Business: $15/month per user.
    • Enterprise: Contact for pricing.
    • Notion AI: Can be added to any paid plan for $8/month per user. approaches personal knowledge management with its object-centric design tailored for visualizing and managing information in networks.

Best feature

    • Capture: Fabric allows you to save various types of digital content from the web using its browser extension. Quick shortcuts like Ctrl+alt+F and alt+N make capturing content straightforward.
    • Organize: After saving, organize your content into collections, add tags for easy searching, and annotate with personal notes.
    • Retrieve: Easily find your saved content through searches, browsing collections, or using tags. Fabric’s timeline view and upcoming AI-enhanced search aim to streamline content retrieval.
    • Collaborate: Share content with others by inviting them to view or collaborate on collections. Fabric supports teamwork within specific spaces. limitations

    • No Note Linking: lacks the ability to link between notes, limiting its effectiveness in building a connected knowledge base.
    • Limited Text Formatting: The app offers minimal text formatting options, which may not suffice for complex documentation needs.


    • Fabric offers 14 days free trial 
    • Pro plan starts at 9$/month or 89$/paid annually.
    • One-time payment Believer plan for lifetime access at $160.

Best for: Guru is an AI-powered knowledge management platform best suited for organizations that want to centralize their company’s collective knowledge and make it easily accessible to employees. It helps teams capture, organize, update, and share information more efficiently, enhancing collaboration and productivity.

Best features of Guru

    • Browser extension: Add Guru to your Chrome browser as an extension. So, you may access the information without leaving your browser tab.
    • Google Auth: Using Google Authenticator, give your team secure access to Guru.
    • AI-driven search: When you search for something, an AI algorithm actively helps you to find exactly what you need.
    • Commenting: Update your Cards with commenting and collaborate with your teammates in Guru.
    • Public Cards: Share your knowledge with individuals who have no access to your Guru instance. For example, your company, partners, and prospects.
    • Scheduled content verification: Ensures that your content is accurate, trusted, and up-to-date.
    • Migration tool: Import the information from multiple sources into one place easily.
    • Messaging integration: You will get 2 messaging integrations in this plan.
    • Slack: Bring Guru Cards right into your Slack channel. By using Slack actions, you can create, search, and answer questions with those Cards.
    • Microsoft Teams: Without leaving your Teams chat, you can search and share information, receive announcements, and even reply to comments in Guru.
    • Email integration: Comes with Microsoft Outlook. Here you can gather all your team’s collective knowledge into your Outlook inbox.

Guru limitations

    • Pricing – Only a team of 3 users can use Guru for free. 
    • Customization – No custom branding feature.


    • 3 Users can use Guru for free.
    • Once you exceed 3 users, it charges $6/month per user, if billed monthly, and $5/month per user, if billed annually. For example, for 4 users, you are charged $20/month in annual billing.

Best for: Confluence is a system for organizations looking to create a centralized workspace for team collaboration, documentation, and project management. Developed by Atlassian, Confluence is particularly suitable for businesses already using other Atlassian products, such as Jira, as it seamlessly integrates with these tools.

Best features

    • Searchable documentation: Confluence makes it easy to create and find documents with templates and interactive pages. This allows for planning, task assignment, and strategizing within the documents themselves.
    • Efficient task management: Users can add tasks, assign them to team members, and set deadlines all within a single interface. Confluence notifies team members of new tasks and supports dynamic task reporting.
    • Organized decision-making: It facilitates discussions and decision-making by allowing team members to create pages, invite stakeholders, and document the decision process for future reference.
    • Simple file-sharing: Confluence offers versatile file-sharing options, allowing files to be shared as lists or embedded in pages, with a version history for each file.
    • Flexible project management: Confluence supports agile project management and is accessible via the cloud. It offers a scalable investment, with free access or more features at a monthly fee.


    • Free version
    • Standard: $48.33 per month for 10 users (paid annually) or $5.75 per user per month (paid monthly)
    • Premium: $91.67 per month for 10 users (paid annually) or $11 per user per month (paid monthly)
    • Enterprise: Custom

ClickUp is a robust cloud-based knowledge management tool and project management platform that caters to teams of all sizes and industries. With a plethora of productivity and collaboration tools, ClickUp stands out as the go-to solution for any company aiming to stay organized and efficient.

Best Features of ClickUp

    • ClickUp Brain: Streamline processes and enhance writing with AI knowledge and machine learning tools, optimizing productivity.
    • Real-Time Collaboration: Enjoy seamless editing and messaging with built-in collaboration tools, ensuring efficient teamwork.
    • Knowledge Base: Improve productivity and time management with a comprehensive knowledge base.
    • Personalization Options: Enjoy rich customization options, including color schemes and categorization, tailored to your preferences.
    • Free Templates: Get started quickly with a variety of free knowledge base templates, simplifying the setup process.

ClickUp Limitations

    • Configuration Time: With numerous features and customization options, it may take some time to configure ClickUp perfectly for your specific needs.
    • AI Availability: ClickUp’s AI functionality is only accessible with paid plans.

ClickUp Pricing

    • Free Forever: Basic plan with essential features.
    • Unlimited: $7/month per user.
    • Business: $12/month per user.
    • Enterprise: Contact for pricing.
    • ClickUp AI: Available on all paid plans for an additional $5 per member.

Document360 is an AI-powered tool tailored for knowledge management, catering to both internal teams and customer support needs. With

Document360, teams can effortlessly build knowledge bases, manuals, SOPs, or wikis, ensuring all content is centralized for streamlined knowledge and learning management.

Best Features of Document360

    • Custom Knowledge Bases: Build public or private knowledge bases with personalized homepages to suit your team’s needs.
    • Business Glossary: Create a comprehensive business glossary to define all your frequently used terms in one convenient location.
    • Detailed Analytics: Gain insights into how your content is being viewed and utilized with detailed analytics.

Document360 Limitations

    • Page Configuration: Some users express a desire for more flexibility in changing the default configuration of pages.
    • Analytics Time Frame: Analytics are currently available for the last 30 days by default, which some users find limiting.

Document360 Pricing

    • Free: Basic plan with essential features.
    • Standard: $149/month for up to three users.
    • Professional: $299/month for up to five users.
    • Business: $399/month for up to five users.
    • Enterprise: $599/month for up to 10 users.

OneBar is a dedicated knowledge management platform that allows organizations to capture all their data and information, and store it in one easy-to-manage place.

The platform takes a Q&A-style approach. Users can ask the AI bot to surface answers, which team members can contribute to from their own knowledge and experience.

OneBar best features

    • Share frequently asked questions (FAQs) alongside their answers
    • Encourage team members to contribute to answers
    • Surface more relevant content with semantic search for relevant data

OneBar limitations 

    • OneBar is designed to be used with Slack, so users that don’t use this app may not get the best value for their investment
    • There are limited online reviews for OneBar, compared to some of its competitors

OneBar pricing

    • Free
    • Startup: $200/month for up to 200 users
    • Growth: $400/month for up to 1,000 users

AI is shaking things up in the world of knowledge management. It’s making it way easier for organizations to handle and organize their info. Pretty soon, most platforms will be kitted out with the latest AI tools to help people work together better, share info smoothly, and get more done.

But, let’s be real, AI isn’t perfect. It’s super helpful, but it still needs a human touch to keep things on track. When it comes to managing knowledge, AI can’t do it all on its own.

There’s always going to be a need for people to step in, especially when it comes to tasks like writing articles or dealing with customers.

On a personal level, think of AI as a supercharged assistant for your knowledge management. It can help you sort, store, and find information faster than ever.

But remember, you’re still in charge of making sure that the info is used wisely and stays accurate. Keep an eye on your AI tools and use them to boost your smarts

Leave a comment

🍪 This website uses cookies to improve your web experience.