Choosing the best knowledge management software can be a tricky process. There’s a lot of information out there on the best ways to go about it but the tools you can use to help accomplish your goals and best practices seem to be in constant flux. What we can agree on is that classroom-style training is a relic of the past. Today, we learn when and how we want to learn.
Think about the last time you wanted to clean a stain out of the carpet or learn a new recipe. Odds are, you did a quick search on your favorite social platform or Google and boom! You’ve got, “36 Ways to Cook Eggs,” “Easiest Ways to Clean Wine Out of Carpets” and a whole lot more.
The way we learn at work should be just as easy, instant and focused. That’s the goal of the best knowledge management software platforms. With the right tools, your team should be able to get answers as quickly at work as they do outside of work.
We’ll break down the benefits of each so you can choose what makes sense for your business and enables you to empower your employees with knowledge – anywhere.
Why use in-app learning and how to select the best knowledge management software?
Before we dive into Spekit vs Guru, let’s take a look at why you might be considering a knowledge management platform and what they can do for you.
1. Learning where your users need it most
Onboarding and initial training is not the end of the learning process for your employees. Learning happens in perpetuity and questions come up regarding processes, workflows, company policies, etc. long after onboarding ends. The easiest solution to providing answers to these questions is to place them directly where your employees are working, in the applications themselves.
In-app learning tools enable employees by working alongside them to give the information they need exactly when they need it.
2. Saves time and boosts productivity
By enabling employees with in-app learning, companies can save massive amounts of time that’s otherwise lost searching.
Picture this, an employee runs across a question about a process flow that has recently been changed. If the company they work for is using legacy systems to keep track of training (think PowerPoint, Word, Excel, etc.), they will need to leave their workflow to dig for the answers. This will inevitably take time away from what they were trying to accomplish.
This is all assuming the answer to the question has been documented and is easily accessible. If not, or they can’t remember where to find it, at best the employee will be reaching out to a co-worker/manager/IT support or possibly even Googling for help.
In-app learning cuts the searching process out of the equation.
3. Reinforcement of learning
Again, learning does not stop after onboarding. Studies show that we forget 60% of what we learn in the first 20 minutes!
So, how can this be combatted when learning and training in the workplace? In-app learning REINFORCES training, onboarding and shared knowledge by repeatedly offering answers right where employees work. This allows companies to continually reinforce the information employees need to be successful in their positions. This also means having the ability to give instant and easy notifications when changes happen or processes are updated.
Let’s deep dive into two in-app learning and knowledge base software platforms that come up a lot today, Spekit and Guru.
Why use Spekit?
1. No need to search: Answers surface contextually
Spekit offers the ability to access answers across any application using the Spekit Chrome Extension. It’s your knowledge base, available anywhere. But, the platform takes it a step further by automatically displaying small help bubbles beside the terms, fields, picklist values and more you’ve defined.
This means if you’re filling out a field in Salesforce and aren’t sure about the process, a simple hover on the Spekit icon will reveal quick answers so you can get along with your day.
Suddenly, your team is getting answers and learning at work the same way they learn outside of work: when they want to and how they want to.
“After seeing the product in action, it all clicked. Like, ‘of course you should put information where the user is. Of course, you should deliver training in a way that’s quick, integrated, simple to alter and change.’ It became so obvious.”
– Todd Tribble, Vice President, Sales Operations and Enablement Hobsons
2. Never have outdated training: Updates and notifications in real-time
It’s not enough to have the answers to questions documented, they need to be updated as changes happen so that information is always relevant. Spekit allows for real-time updates and notifications to users AS changes happen. This way companies can be sure the information they’re consuming is the most up to date and accurate information.
3. Next-level support for your team in Salesforce
Spekit integrates with your Salesforce instance at a metadata level. What does this mean? Salesforce is like a snowflake, no two instances are the same. Spekit understands that and pulls in your information at the metadata level to capture your custom objects and unique process flows. You can easily see what terms aren’t defined, update directly within Salesforce and fill any learning gaps.
4. Out of the box customizable training content
Getting started with the best knowledge management software, or any new tools for that matter can be overwhelming. But, it’s especially taxing if it means creating all your documentation and content from scratch. Spekit comes with out of the box content that gets you up and running right away. This means faster installation which allows you to focus your time on where you need and start maximizing the platform instantly. It still has room however to customize it and tailor it to your unique business needs. No two organizations are the same and changes are inevitable. Spekit is easy to customize and update to accommodate whatever changes you need to make.
- Unlimited Users
- Unlimited Content
- Content Transfer
- Premium onboarding
- Premium Support
- Dedicated Success Manager
- and more!
Spekit Lite – FREE for up to 10 users
Spekit Pro – $10/user/month
Spekit is easy to use, easy to set up and helps you get on track to see ROI fast. If you are looking for the best knowledge management software or a knowledge management tool that has customizable out of the box content that doesn’t take weeks (or even months) to set up this is the tool for you. As a bonus, it does not have a cap or limit on users or access to content. They will even provide you with a dedicated success manager to help you maximize your use of the platform.
Why use Guru?
1. Pulling information from other sources
What if you already have documentation and process flows stored in another application that you want to access in your in-app learning and knowledge base platform? Guru allows companies to pull information from existing sources like Google Drive, Confluence, etc. This saves time and allows for easy transfer of existing data.
2. External content tracking
Guru allows for external content tracking. What does that mean? Similar to a CMS, Guru allows you to track content links you send to your prospects to see if they’re looking at it. You can tie content to specific opportunities to help you determine which content is most useful. This provides feedback and allows users to take a closer look at why some content performs better than others.
- Content verification
- Slack integration
- Tracking for content
- External content tracking
- External source syncing
- Starter plan – Free
- Builder pan – $14/user/month
- Expert plan – $24/user/month
*visit the guru pricing page for more details
Guru works well if you are looking for a tool that ties your content together. You can connect specific pieces of content to the opportunities they helped create similar to a CMS. Think of it as a glorified search engine for your documentation and training stored in different places.
Choosing between the best knowledge management software – our favorite:
Looking at the difference between the two best knowledge management software tools, if you need help determining which pieces of content are performing best and need the ability to tie them to opportunities, Guru might be the tool for you.
If you are looking for a tool that has out of the box content, is easy to update and easy to search, we suggest Spekit. It works where you work to meet all of your initial and ongoing learning and training needs. But, don’t take our word for it, see for yourself by signing up for free now.