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.

What is AI 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) for knowledge management

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:

  1. Analyze unstructured data: Organizations often deal with vast amounts of unstructured data, such as text documents, emails, and social media posts. NLP can analyze this data, extracting valuable insights that inform business decisions. For example, NLP can identify key themes and sentiments in customer feedback, helping companies improve their products and services.
  2. Extract insights: NLP can sift through large datasets to extract meaningful insights, reducing the time and effort required for data analysis. This capability is particularly useful for identifying trends, patterns, and anomalies in data, enabling organizations to make data-driven decisions.
  3. Improve search: Traditional search functionalities often struggle with understanding the context and nuances of human language. NLP enhances search capabilities by interpreting the intent behind search queries and providing more accurate and relevant results. This improvement makes it easier for users to find the information they need, enhancing overall productivity.

How can AI knowledge management tools help my team?

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:

  1. Remote team alignment: In a remote SaaS team spread across time zones, an AI tool can store key decisions made during meetings. For example, a developer can easily search for a chat about a feature update, access the decision, and move forward without needing to ask for clarification or wait for updates.
  2. Client interaction tracking: A customer support team can use AI to maintain a complete record of all client communications. When a client reaches out with a follow-up question, the team can quickly retrieve the conversation history and respond with personalized, context-aware answers, enhancing the customer experience.
  3. Simplified onboarding: For growing startups onboarding new team members, AI tools provide easy access to past conversations, project decisions, and key documents. New hires can quickly get up to speed without needing to rely on colleagues for explanations, saving time for everyone involved.
  4. Cross-tool communication management: A marketing team that uses multiple platforms, such as Slack, Gmail, Outlook, and WhatsApp, can integrate them into an AI tool. This allows them to manage all their communication in one place, ensuring nothing is missed. For instance, with tools like Tanka.ai, the marketing manager can review email threads, reply to Slack messages, and organize project updates without switching between apps.
  5. Project handoff without gaps: When a product team transitions a project to a new manager, AI tools ensure all relevant discussions, files, and decisions are organized and accessible. This helps the new manager pick up where the previous one left off without missing any critical details.
  6. Real-time collaboration and updates: Teams working on dynamic projects can use shared workspaces and real-time updates provided by AI tools. For example, a product team can centralize deadlines and updates in one place, ensuring tasks are completed efficiently and everyone remains informed.

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.

6 Best AI knowledge management tools in 2025

  1. Tanka.ai
 Best AI knowledge management

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 features:

  • Powered by OMNE: A multi-agent framework ranked #1 on the GAIA benchmark leaderboard. Tanka’s AI long-term memory identifies and organizes key information from past conversations, team responsibilities, and shared company knowledge. It continuously evolves with your team, providing personalized, context-aware assistance.
  • Smart replies for messages and emails: Speeds up communication with intelligent suggestions and recommendations tailored to the context of each conversation.
  • AI long-term memory: Stores and retrieves past conversations, making it easy to access relevant information and keep your team aligned.
  • Seamless integrations: Connects with popular tools like Slack, Gmail, WhatsApp, and more, bringing all your communication into one platform for better organization.

Why Tanka stands out:

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. 

  1. Glean
glean

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.

Features:

  • Unified search:
    Connects and searches across all your tools and platforms to deliver comprehensive results.
  • AI-driven insights:
    Surfaces the most relevant information, saving time and reducing effort in finding what you need.
  • Enterprise focus:
    Tailored for large organizations managing complex workflows and extensive knowledge bases.

Why choose Glean:

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.

  1. ChatGPT
ChatGPT


Image credit

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.

Features:

  • Projects:
    • Saves and organizes project-specific conversations.
    • Provides smart, context-aware responses to keep teams aligned.
    • Integrates with tools like Slack and Asana to make workflows smoother.
  • Multi-language support:
    • Generates and translates content in multiple languages.
    • Ideal for international teams and businesses with global audiences.
  • Memory capabilities:
    • Retains context from previous interactions (if enabled), allowing for consistent and informed responses.
  • Teams (Paid Version):
    • Adds organizational memory, storing team-wide conversations for quick reference.
    • Includes shared workspaces for better collaboration.
    • Scales to suit the needs of teams of any size.

Why choose ChatGPT

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.

  1. Google NotebookLM
Google NotebookLM

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.

Features:

  • AI memory:
    Tracks and retrieves notes based on past queries, making it easy to find the information you need.
  • Customizable notebooks:
    Helps teams organize and manage knowledge in a way that suits their workflow.
  • NotebookLM Plus:
    Offers extended integrations with other tools and provides deeper AI insights for improved efficiency.

Why choose NotebookLM:

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.

  1. Perplexity
Perplexity

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.

Features:

  • Perplexity:
    • AI-powered search across internal and external data sources.
    • Real-time insights and context-aware responses for better decision-making.
    • Quick access to relevant knowledge across multiple platforms.
  • Perplexity Spaces:
    • Collaboration-friendly spaces tailored for team projects.
    • Centralizes team knowledge in one accessible hub.
    • Features like shared workspaces and real-time updates for seamless teamwork.

Why choose Perplexity:

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.

  1. Claude projects
claude


Image credit

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.

Features:

  • Context-aware AI memory:
    Stores and retrieves discussions with full context, making it easy to revisit important conversations.
  • Advanced integrations:
    Seamlessly connects with popular work tools to bring all your workflows into one place.
  • Smart suggestions:
    Provides AI-driven recommendations to help teams work more efficiently and stay on track.

Why choose Claude 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.

Six best AI knowledge management tools compared

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How to choose the best AI knowledge management tool

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:

  1. Understand your team’s size and needs:
    Think about your team’s size, workflows, and the challenges you face in managing knowledge. Smaller teams might prioritize simplicity, while larger teams may need advanced features like enterprise-level search or shared workspaces.
  2. Consider memory features and their usability:
    Check if the tool offers AI memory to store and retrieve information effectively. Ensure the features are intuitive and save time rather than adding complexity.
  3. Look for integrations with your existing tools:
    A good knowledge management tool should integrate with your existing tools, such as Slack, Gmail, or project management platforms. This ensures a seamless experience without disrupting your current workflows.
  4. Ensure the platform is scalable and easy to implement:
    As your team or organization grows, the tool should adapt to your changing needs. Look for options that are easy to onboard and don’t require extensive training or setup.

By evaluating these factors, you can confidently choose a tool that simplifies your knowledge management processes and supports your team’s productivity.

Conclusion

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.
Discover how AI memory tools can save time and make work easier.

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