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How can Documentation Software help improve Knowledge Sharing within a company?

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A documentation software is a tool that helps in creating, organizing, and managing various types of software documentation. It is used to document software products, including their features, functionality, and technical specifications. Documentation software can be used by developers, technical writers, and other stakeholders involved in the software development process.

Requirements for a documentation software include:

  1. User-friendly interface: The software should be easy to use and navigate, allowing users to create, edit, and organize documentation with ease.

  2. Customizable templates: The software should offer a range of templates for different types of documentation, such as user guides, API documentation, and technical documentation.

  3. Collaboration features: The software should allow multiple users to work on the same document simultaneously, ensuring that everyone is on the same page.

  4. Integration with other tools: The software should be able to integrate with other tools used in the software development process, such as version control systems and project management tools.

  5. Version control: The software should have built-in version control, allowing users to track changes and revert to previous versions if necessary.

  6. Search and filtering: The software should have robust search and filtering capabilities, allowing users to quickly find the information they need.

  7. Access control: The software should allow administrators to set access levels for different users, ensuring that sensitive information is only accessible to authorized personnel.

  8. Export options: The software should offer various export options, such as PDF, HTML, and MS Word, allowing users to share their documentation with others in different formats.

  9. Support for multimedia content: The software should support the inclusion of multimedia content, such as images, videos, and audio, to enhance the user experience.

  10. Scalability: The software should be scalable, allowing it to handle large amounts of documentation and a growing number of users.

Documentation Software for Knowledge Sharing

Documentation software can significantly improve knowledge sharing within a company by providing a centralized platform for storing, organizing, and accessing important information. Here's how documentation software can help:

1. Centralized knowledge repository: Documentation software allows companies to store all their important documents in one place, making it easier for employees to access and share information. This eliminates the need for multiple versions of documents and ensures that everyone is working with the most up-to-date information.

2. Change tracking: Document collaboration software keeps a record of who made specific changes and when, providing transparency and accountability in the collaborative process. This feature is crucial for understanding each contribution's context and maintaining the integrity of the document.

3. Access control and permissions: Documentation software offers the ability to control who can view, edit, or share the document. This feature is essential for maintaining document security and managing team collaboration effectively.

4. Usage tracking and reporting: Documentation software can track who has accessed a document and when, which is useful for training new employees or ensuring that important information has been shared with relevant stakeholders.

5. Search functionalities: Documentation software often includes search features that make it easy to locate and access documents quickly. This saves time and improves efficiency by reducing the need to manually search for information.

6. Standardization and consistency: Documentation software can help companies maintain standardized templates and processes, ensuring that all documentation is consistent and easy to understand. This is particularly important for larger organizations with multiple teams and departments.

7. Real-time collaboration: Documentation software allows multiple team members to work on the same document simultaneously, enabling real-time feedback and collaboration. This streamlines the editing process and ensures that everyone is working with the most current version of the document.

Examples of Documentation Software for Knowledge Sharing

Some examples of documentation software that can be used for knowledge sharing include:

  1. PHPKB: A cloud-based knowledge-sharing tool with a robust search function, customizable branding and styling, and private hosting. PHPKB allows users to create, share, and edit training documentation, employee handbooks, standard operating procedures, how-to guides, and corporate policies and procedures.

    It is a simple, yet powerful tool that helps businesses provide instant self-help support to their customers and employees. It allows users to write knowledge base articles from scratch, import existing word docs or PDF files, and publish in a single click. PHPKB Knowledge Base Software provides a built-in reporting system to give insights into what questions people are looking for and what they are not finding answers to.

  2. Nuclino: A cloud-based tool designed to help teams collaborate better and share information at the speed of thought. It features version control, auto-saving, instant search, and access rights. Nuclino can be integrated with over 40 third-party apps to make work more seamless.

  3. Google Workspace: While not a dedicated knowledge-sharing tool, Google Workspace combines various Google tools for collaborating and productivity, including Gmail, Hangouts, Drive, Docs, Sheets, Calendar, etc. It can offer the basis of knowledge sharing for individuals and organizations, but its capabilities are limited compared to specialized knowledge-sharing software.

  4. Evernote Teams: A tool that allows users to create, capture, and manage ideas, information, projects, and to-do lists. It offers advanced search capabilities and a robust access control system to control who views and edits documents. However, it is considered expensive compared to other options.

  5. Zoho Desk: A customer service software that can be used for knowledge sharing. It allows users to create, import, and publish knowledge base articles. Zoho Desk offers a variety of professionally-designed templates and a built-in reporting system to provide insights into what questions people are looking for and what they are not finding answers to.

  6. Scribe: A knowledge management and sharing platform that captures screenshots, screen captures, and written instructions while users complete a process. Scribes can be shared with a link or embedded within an existing knowledge base. Scribe can be used as a standalone product for knowledge sharing or in conjunction with other tools.

  7. Bitrix 24: A free, open-source knowledge base that simplifies the processes of organizing and sharing information. It is suitable for businesses of all sizes, including SMBs and enterprises. Bitrix24 allows users to create documents within the platform and share them with their team.

These are just a few examples of documentation software that can be used for knowledge sharing. It is essential to consider factors such as your budget, team size, and specific needs when choosing the right tool for your organization.


In conclusion, documentation software plays a crucial role in improving knowledge sharing within a company. By providing a centralized platform for storing, organizing, and accessing important information, documentation software helps companies maintain document security, improve collaboration, and ensure that all employees have access to the most up-to-date information.

How can Documentation Software help improve Knowledge Sharing within a company?