Managing team knowledge and communication gets harder as businesses grow. Keeping information organized and accessible is a common challenge for anyone managing growing teams, especially in SaaS, tech, or e-commerce.
Remote and hybrid work setups make it even trickier. Information is scattered across tools and team members repeat routine tasks because they can’t find what they need.
Traditional solutions, such as note-taking apps or file-sharing systems, have helped in the past, but they weren’t built for the demands of fast-growing teams. They often fail to keep up with the need for quick access to past conversations or key details, wasting time.
This article introduces some of the best AI knowledge management tools for 2025. These tools are designed to help teams save time and work more efficiently. With features like AI memory, smarter searches, and better ways to collaborate, they solve real problems startups face as they scale. Whether it’s storing important information or making it easier to retrieve later, these tools are here to simplify how teams work together by leveraging the power of AI in knowledge management.
AI knowledge management uses artificial intelligence to help teams store, organize, and find information more easily.
AI Knowledge Management leverages artificial intelligence (AI) technologies to create, organize, store, retrieve, and utilize knowledge within an organization or system. Traditional knowledge management systems rely on people to manually sort and search for data, which can be time-consuming and inefficient. AI changes this by automating much of the knowledge management process and making it smarter.
For example, AI-powered tools can remember past conversations, organize documents, identify patterns and suggest relevant information based on a team’s work. They can also speed up searching by understanding the context of a question and providing the most useful answers.
These tools are especially helpful for teams that deal with a lot of information or work across different tools and platforms. They can bring everything together in one place, so teams spend less time searching and more time focusing on their tasks.
AI knowledge management also supports features like real-time collaboration and language translation, making it useful for remote or global teams. By simplifying information management, it helps businesses stay organized, save time, and work more effectively.
Natural Language Processing (NLP) is a subset of AI that enables machines to understand, interpret, and generate human-like language. In the context of knowledge management, NLP offers several powerful capabilities:
AI powered knowledge management systems solve common challenges that teams face when handling information and communication. They enhance organizational processes through advanced knowledge management practices, integrating AI technologies to improve data handling, decision-making, and user interactions. They help save time, improve organization, and reduce confusion, especially for teams that deal with a lot of data or work in fast-paced environments. Here are some examples of how these tools can make a difference:
By addressing real-world needs like these, AI knowledge management tools offer practical solutions for teams to stay organized, minimize repetitive work, and focus on their goals. To help you find the right tool for your team, here’s a curated list of the top AI knowledge management tools in 2025. Each tool brings unique features designed to tackle specific knowledge delivery challenges, making it easier to manage information and improve collaboration.
Tanka is an AI-powered messenger with long-term memory, designed to centralize team communication, streamline knowledge management, and provide AI-assisted support with shared context for all team members. Currently in beta, it’s designed to help teams stay organized by remembering past conversations and providing instant access to relevant information.
Tanka goes beyond just messaging by combining communication, knowledge management, and retention in one intuitive tool. Its AI long-term memory transforms scattered data into structured, actionable insights, helping teams find important information quickly and make better decisions. With seamless app integrations and advanced encryption, Tanka keeps growing teams organized and productive, reducing time spent on repetitive tasks and knowledge management, so they can focus on what matters most.
Visit Tanka.ai website to join the waitlist and give it a go.
Glean is designed for enterprise-level search and knowledge discovery. It offers AI-powered tools to quickly locate and access critical information. Its unified approach makes it easier for organizations to manage complex workflows, identify knowledge gaps and stay informed.
Glean is a great fit for enterprises that need robust, centralized knowledge management across multiple apps and platforms. Its powerful and intelligent search capabilities and AI insights help teams stay organized and make informed decisions more efficiently.
ChatGPT by OpenAI is an AI-powered tool designed to help teams collaborate more effectively. With features like Projects for managing workflows and conversations and Teams (a paid version) for advanced collaboration and scalability, ChatGPT offers a comprehensive solution for team communication and knowledge management.
ChatGPT is perfect for teams looking for advanced AI capabilities to manage projects and improve collaboration. With its memory, multi-language support, and integration options, it’s an excellent choice for businesses managing complex workflows or working across diverse teams.
Google’s NotebookLM family of tools provides AI-powered solutions for note-taking and knowledge management. It includes NotebookLM, NotebookLM Plus, and NotebookLM Enterprise, catering to teams and organizations of all sizes with advanced memory features, customizable notebooks, and seamless integrations.
NotebookLM is ideal for teams needing personalized knowledge repositories and smarter content retrieval. Its customizable notebooks and AI memory make it a strong choice for staying organized and saving time when managing team information.
Perplexity offers a suite of AI-powered tools to simplify knowledge management through machine learning and improve team collaboration. Among its features, Perplexity Spaces stands out as a dedicated solution for organizing and accessing knowledge collaboratively, with AI-driven search and user-friendly interfaces.
Perplexity is ideal for teams looking for a central place to access knowledge and collaborate in real time. Its AI-powered search and intuitive tools make it easy to get knowledge assets stay connected and informed, even in complex projects.
Claude Projects offers a powerful AI solution designed to simplify organizational knowledge management and access and improve team collaboration. Its contextual AI memory ensures that discussions and information are stored and retrieved effortlessly, making it a valuable tool for managing complex projects.
Claude Projects is ideal for teams working on dynamic projects that require quick access to all relevant content, knowledge and AI-powered support. Its smart features and integrations make it a reliable choice for improving productivity and collaboration.
Selecting the right AI knowledge management tool depends on your team’s unique requirements and how you work. Here are some tips to help you decide:
By evaluating these factors, you can confidently choose a tool that simplifies your knowledge management processes and supports your team’s productivity.
Managing knowledge effectively is key to helping teams work better and stay organized, especially in fast-moving industries. AI knowledge management tools are transforming how teams store, find, and use information, turning scattered data into structured, actionable insights and solving challenges like repetitive tasks.
Tanka and the other tools discussed in this article stand out by offering features designed to address these real-world needs. Whether you want to improve communication, facilitate collaboration, or simplify workflows, these tools can help your team stay on track.
Ready to improve how your team manages knowledge? Start with Tanka today.
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