Sharepoint knowledge management software pros, cons, and alternatives
If you're looking for a Sharepoint alternative, switching from SharePoint’s intranet to Guru for knowledge management gives your team an intuitive, powerful collaboration platform. Designed for your whole company, Guru helps you empower your team with real-time knowledge from experts across every department, wherever you need it.
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See how Guru and SharePoint's features compare
Browser extension to bring knowledge where you work
Integrates with the Microsoft ecosystem
Intuitive UI
Analytics
Robust
Limited
Built-in verification workflow to keep knowledge up to date
Robust chat integration
Slack and Teams
Teams
Limited keyword search
AI to bring contextual knowledge to where you work
SharePoint knowledge management
SharePoint gives teams a no-frills starting point for your knowledge management strategy, which is how you keep company information organized and accessible so people can work better together, wherever they are.
Employees who are already using other Microsoft 365 apps often find themselves using SharePoint to share documentation across large hybrid remote teams.
But while SharePoint gives teams a starting point for sharing documentation, that’s only one part of knowledge management. True knowledge management is about communication, collaboration, and alignment via information sharing. Because it’s primarily for document storage, employees using SharePoint can often find it difficult to capture processes and find what they need.
Looking to level up team efficiency? Guru brings suggestions directly to you — when and where you need them most, cutting down search times by 68%.
Guru even integrates with the entire Office 365 Suite, making it intuitive for users in Microsoft Teams and more.
Guru knowledge management
Guru is a company wiki that works in your workflow, so the information you need is always at your fingertips. Here's how Guru compares:
Drive engagement with an intuitive platform
SharePoint’s complex structure and technical implementation requirements make it challenging to manage even with full-time dedicated developers. Guru’s simple, intuitive interface is designed to be easy for everyone to use and manage. That makes knowledge sharing and collaboration something everyone can be part of.
Stay in your workflow when it matters most
SharePoint's intranet software is a web portal that requires opening a new tab, logging in, and searching. Guru’s browser extension and product integrations mean that knowledge lives where you work, saving you valuable time in searching for answers — especially in phone calls or customer support live chats, where quick responses are required.
Find what you need, and trust what you find
When you find what you’re looking for, you shouldn’t have to wonder if it’s still valid. SharePoint’s interface can often make it difficult to distinguish this year’s report from the one that was generated 10 years ago, making version control impossible. Guru’s verification engine ensures that knowledge is regularly checked and verified, updated, or archived. New business processes? No problem.
Let the knowledge you need find you
SharePoint’s keyword search means you have to spend time looking through pages of undifferentiated results to find one piece of information. Save more time by letting Guru do the hard work for you. It suggests appropriate knowledge and content based on your workflow or what’s on your page, so you can stop digging and stay focused, making things like document management a cinch.
"Guru is a phenomenal example of surfacing knowledge in the right form, at the right time, so reps can worry about having that human conversation. Guru is the engine behind them, empowering them to have better conversations with the information they need to keep going."
Stay in the conversation
Team communication platforms are key, especially for distributed or remote teams. While SharePoint’s Microsoft OneDrive integration allows you to share information from SharePoint in Slack, we built Guru’s Slack integration to help you not just access your knowledge, but to create, share, and update it without ever having to leave the chat window. It’s perfect for your virtual huddle, content management, and more.
Understand how your knowledge is performing
Do you just share files and hope people see them? Guru’s analytics help you understand who’s reading what so you can make sure everyone who needs to is staying in the loop. Instead of just storing knowledge, Guru takes you one step further by making sure it’s actually being used by your team, meaning everyone is on the same page when it counts.
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See the ROI when you switch from SharePoint to Guru for knowledge management
When you make knowledge simple to create, find, update, and trust, it becomes an indispensable part of your workflow. After swapping out their traditional knowledge management solutions for Guru, our customers have realized:
- Faster new employee onboarding time
- Reductions in time spent looking for knowledge
- Near universal adoption
- High daily usage
Here’s how Guru makes knowledge sharing easy:
Find out more about Guru’s features
Integrate with the tools you already have
Guru integrates with many of the team collaboration tools you already have in your tech stack. That means you can create, access, and update knowledge without leaving document sharing and collaboration software like Microsoft Outlook, Trello, Gmail, Google Drive, and more.
Capture knowledge from anywhere on the web
Have a spark of inspiration while working in Jira or Microsoft Office 365? Guru’s browser extension allows you to quickly capture information anywhere you’re learning and turn it into a bite-size Card, allowing you to instantly and painlessly update your single source of truth.
Give everyone access to the experts
With Guru’s expert verification, everyone in your organization has access to the person who knows best. You'll never worry that your knowledge is out-of-date or inaccurate because Guru regularly prompts experts to check and verify, update, or archive the knowledge they own.
Seamlessly import your existing knowledge
You don’t have to start from scratch. Use Guru to import knowledge you may have already captured in file sharing, task management, and project management tools like Confluence, Dropbox, and Google Docs to get started without interrupting business.
Serve the right knowledge every time
With Guru’s suite of AI-powered features like duplicate detection, in-workflow announcements and triggers, and intelligent tags, you can automate away conflicts, while ensuring that the right information is being shown to the right people, right when they need it.
Quickly organize—or reorganize—your knowledge
Tired of heavyweight legacy systems that only a trained admin can figure out? Guru’s user-friendly setup uses modular Collections, Boards, Groups, and Cards so you can understand where knowledge is at a glance, or simply drag and drop to move it in a moment. You can even restrict access at any level to specific teams or team members.
