Top 17 PKMs for big teams to watch in 2025

Big teams need scalable, secure, and feature-rich platforms that support collaboration across departments integrate with enterprise systems, and maintain robust access controls.

Collaboration Suites

Microsoft Viva	Integrated employee experience platform combining knowledge sharing, learning, and collaboration.
Confluence	Perfect for large-scale documentation and internal wikis.
Notion for Teams (Enterprise)	Customizable workspaces with robust knowledge-sharing capabilities.
Slack + Slack Canvas	Combines team communication with integrated document hubs.
Microsoft SharePoint	Secure document management and collaboration platform.
Miro	Great for visual collaboration on large projects.
Monday.com	Provides robust project management and resource allocation features.
ClickUp Enterprise	Advanced permissions, team dashboards, and automation.
Airtable for Enterprise	Combines databases with collaborative functionality for seamless workflows.
Dropbox Enterprise	Secure cloud storage with team-focused collaboration tools.

AI-Powered Knowledge Management

Guru	AI-driven knowledge management platform enabling teams to find answers quickly.
Bloomfire	Facilitates knowledge sharing and retrieval within large organizations.

Project-Centric Tools

Asana	It is ideal for large teams with diverse project portfolios.
Jira Software	Tailored for software development and IT teams.
Smartsheet	Combines spreadsheets with powerful project management features.
Wrike	Real-time visibility into complex project tasks and progress.
Hive	Project and process management tool with AI-driven assistance.

Microsoft Viva

Microsoft Viva is an employee experience platform that integrates communication, learning, and knowledge sharing within the Microsoft 365 ecosystem. It provides tools to foster enterprise teams' productivity, well-being, and learning.

Key Features

Viva Topics: AI-powered knowledge management that surfaces relevant information and expertise within an organization.
Viva Learning: Centralized access to training resources, integrating content from LinkedIn Learning, Coursera, and more.
Viva Connections: A personalized dashboard for employee engagement and organizational updates.
Integration with Microsoft 365: Deeply embedded into Teams, Outlook, and other Microsoft apps for seamless workflows.

Pricing

Free for up to 10 users, Confluence scales with paid plans starting at $5/user per month for additional storage, advanced admin controls, and analytics.

Who Should Use Microsoft Viva?

Ideal For: Big teams or enterprises needing a centralized hub for documentation and collaboration.
Not Ideal For: Individuals or small teams who might find its interface complex or overpowered for their needs.

Alternatives

If Confluence feels too corporate, try Nuclino for a simpler knowledge-sharing experience or Monday.com for combining task management with collaboration.

Confluence

Confluence is a powerful knowledge management and collaboration platform built for larger teams and enterprises. It integrates deeply with Atlassian’s ecosystem, making it ideal for organizations using Jira or Trello.

Key Features

Team Wikis: Create centralized spaces for team documentation and knowledge sharing.
Templates: Pre-designed templates for project documentation, meeting notes, and more.
Integration with Atlassian Tools: Seamlessly connect with Jira for tracking issues and tasks, and Trello for visualizing workflows.
Access Controls: Robust permission settings to control who can view or edit content.
Real-Time Collaboration: Teams can edit pages together and comment on content for smoother communication.

Pricing

Free for up to 10 users, Confluence scales with paid plans starting at $5/user per month for additional storage, advanced admin controls, and analytics.

Who Should Use Confluence?

Ideal For: Big teams or enterprises needing a centralized hub for documentation and collaboration.
Not Ideal For: Individuals or small teams who might find its interface complex or overpowered for their needs.

Alternatives

If Confluence feels too corporate, try Nuclino for a simpler knowledge-sharing experience or Monday.com for combining task management with collaboration.

Notion for Teams (Enterprise)

Notion for Teams (Enterprise) expands its flexibility to accommodate larger teams with added security and administrative features.

Key Features

Custom Workspaces: Create shared spaces for projects, documentation, or knowledge repositories.
Relational Databases: Link data across projects to create custom dashboards and workflows.
Permissions and Admin Controls: Granular access settings for managing large teams.
Collaboration Tools: Real-time editing and commenting for seamless teamwork.
API and Integrations: Connect to tools like Zapier, Slack, and Google Workspace for expanded functionality.

Pricing

The basic team plan starts at $8/user per month, with enterprise pricing available on request.

Who Should Use Notion for Teams (Enterprise)?

Ideal For: Mid-sized to large teams that need a versatile and centralized tool for managing knowledge and projects.
Not Ideal For: Teams requiring industry-specific compliance features not offered by Notion.

Alternatives

Airtable offers more robust database features, while Monday.com provides a more structured project management experience. Also see our Notion Alternatives for ADHD article.

Slack + Slack Canvas

Slack is a popular team communication platform, and Slack Canvas is its new feature for collaborative knowledge sharing within channels.

Key Features

Real-Time Messaging: Organize conversations into channels for focused collaboration.
Canvas: Create shared documents directly within Slack, including meeting notes, project overviews, and links to other resources.
Integrations: Thousands of apps, including Google Drive, Jira, and Zoom, can be integrated into Slack.
Searchable History: Find past messages, files, or canvases with advanced search capabilities.
Workflow Automation: Automate routine tasks using Slack’s workflow builder.

Pricing

Free plan available with limitations. Paid plans start at $7.25/user per month, with enterprise options for advanced security and compliance.

Who Should Use Slack + Slack Canvas?

Ideal For: Teams needing seamless communication and lightweight knowledge management.
Not Ideal For: Users looking for standalone document management or offline functionality.

Alternatives

Microsoft Teams offers deeper integration with Office apps, while Basecamp is a good option for simpler collaboration.

Microsoft SharePoint

SharePoint is a comprehensive platform for document management, intranets, and team collaboration, designed for enterprise environments.

Key Features

Intranet Creation: Build internal websites for team collaboration and communication.
Document Libraries: Store, organize, and share files securely.
Search and Discovery: AI-enhanced search makes finding files or resources efficient.
Integration with Office 365: Seamlessly works with apps like Word, Excel, and PowerPoint.
Customization: Tailor sites with no-code tools or advanced APIs for developers.

Pricing

Included with most Microsoft 365 business plans, with standalone pricing starting at $5/user per month.

Who Should Use Microsoft SharePoint?

Ideal For: Enterprises requiring a secure, scalable document and content management system.
Not Ideal For: Individuals or small teams that don’t need robust features.

Alternatives

Dropbox Enterprise offers simpler file sharing, while Confluence excels in knowledge documentation.

Miro

Miro is a visual collaboration platform designed to help teams brainstorm, plan, and execute ideas through an interactive whiteboard.

Key Features

Visual Whiteboards: Drag-and-drop interface for brainstorming, mapping, and diagramming.
Templates: Pre-built boards for agile planning, retrospectives, and mind mapping.
Collaboration Tools: Real-time editing, sticky notes, and comments for team input.
Integrations: Works with tools like Jira, Slack, and Google Workspace.
Export Options: Download boards as images, and PDFs, or integrate them into presentations.

Pricing

Free plan available for individuals. Paid plans start at $8 per user per month for advanced collaboration features.

Who Should Use Miro?

Ideal For: Teams that rely on visual workflows, like design, product development, and marketing.
Not Ideal For: Users needing database-style organization or offline functionality.

Alternatives

Consider Lucidchart for flowchart-heavy projects or Trello for simpler task management.

Monday.com

Monday.com is a robust project management and collaboration tool that offers customizable workflows for diverse team needs.

Key Features

Customizable Dashboards: Track project progress with visual, interactive dashboards.
Workflow Automation: Set up automated reminders, updates, and task assignments.
Templates: Use pre-made workflows for project tracking, CRM, and HR management.
Collaboration: Share updates, assign tasks, and centralize communication.
Integration: Connect with tools like Salesforce, Slack, and Microsoft Teams.

Pricing

Plans start at $8/user per month, with enterprise pricing for advanced analytics and customizations.

Who Should Use Monday.com?

Ideal For: Teams needing structured project tracking and process automation.
Not Ideal For: Individuals or small teams looking for simpler tools.

Alternatives

Asana offers similar project management features with a focus on task lists, while ClickUp adds more customizable options.

ClickUp Enterprise

ClickUp Enterprise offers a highly customizable project management solution with advanced features to suit large organizations' needs.

Key Features

Advanced Permissions: Set granular access controls for teams and users.
Team Dashboards: Create real-time, customizable dashboards to monitor progress.
Automation: Automate recurring tasks, updates, and notifications.
Scalability: Handle multiple teams and projects with ease.
Integrations: Connect to over 1,000 tools, including Slack, Google Drive, and Jira.

Pricing

Custom enterprise pricing, tailored for the size and needs of your organization.

Who Should Use ClickUp Enterprise?

Ideal For: Large organizations looking for a highly adaptable and scalable project management tool.
Not Ideal For: Teams seeking a simpler, less feature-intensive solution.

Alternatives

Monday.com and Smartsheet are strong contenders with similar customization options.

Airtable for Enterprise

Airtable combines the flexibility of a database with collaboration features, making it a powerful tool for managing complex workflows.

Key Features

Relational Databases: Link records across multiple tables for advanced data organization.
Custom Views: Filter and organize data in grid, Kanban, calendar, and Gantt views.
Permissions: Set role-based access controls and share data securely.
Scalability: Designed to handle the needs of large organizations.
Integration and Automation: Works with Slack, Zapier, and custom APIs for seamless workflows.

Pricing

Enterprise pricing includes enhanced security, admin controls, and dedicated support.

Who Should Use Airtable for Enterprise?

Ideal For: Teams needing a flexible tool for managing data-heavy projects and workflows.
Not Ideal For: Teams prioritizing traditional project management over database functionality.

Alternatives

Consider Smartsheet for spreadsheet-based collaboration or Notion for more freeform data organization.

Dropbox Enterprise

Dropbox Enterprise provides secure cloud storage and collaboration tools for large organizations with a focus on simplicity and security.

Key Features

File Sharing: Securely share and collaborate on documents, presentations, and more.
Team Folders: Centralize content with team-specific folders for better organization.
Admin Controls: Advanced user management, audit logs, and monitoring tools.
Integrations: Works seamlessly with Slack, Zoom, and Microsoft Office.
Smart Sync: Access files without taking up local storage.

Pricing

Enterprise pricing is available upon request, based on the size and requirements of your organization.

Who Should Use Dropbox Enterprise?

Ideal For: Large teams prioritizing secure file sharing and cloud storage.
Not Ideal For: Teams seeking extensive project or workflow management features.

Alternatives

Box Enterprise offers similar features but focuses more on content management and workflows.

Guru

Guru is an AI-powered knowledge management tool that helps teams find the right information quickly, ensuring seamless collaboration and informed decisions.

Key Features

Knowledge Cards: Organize and surface information in a user-friendly format.
AI Recommendations: Suggest relevant information during workflows.
Browser Extension: Access knowledge directly within commonly used apps like Slack and Google Docs.
Verification: Ensure content accuracy with built-in verification workflows.
Analytics: Track knowledge usage and team engagement.

Pricing

Enterprise plans are available with tailored pricing for large organizations.

Who Should Use Guru?

Ideal For: Teams looking to centralize and manage institutional knowledge effectively.
Not Ideal For: Small teams with straightforward documentation needs.

Alternatives

Bloomfire offers similar knowledge-sharing features, while Confluence is better for static documentation.

Bloomfire

Bloomfire is a knowledge-sharing platform designed for large teams to centralize and democratize information access.

Key Features

Searchable Knowledge Base: AI-powered search for finding content quickly.
Content Creation: Create, share, and tag knowledge resources in multiple formats.
Collaboration Tools: Enable team discussions and Q&A within the platform.
Analytics: Monitor user activity and content engagement.
Integrations: Works with tools like Slack, Salesforce, and Microsoft Teams.

Pricing

Custom enterprise pricing based on organizational needs.

Who Should Use Bloomfire?

Ideal For: Large organizations prioritizing knowledge sharing and retrieval.
Not Ideal For: Teams with minimal knowledge management needs.

Alternatives

Guru for AI-driven insights or SharePoint for traditional knowledge storage.

Asana

Asana is a project management tool tailored for large teams with diverse project portfolios and complex workflows.

Key Features

Workload Management: View team capacity and allocate resources effectively.
Portfolio Tracking: Monitor the progress of multiple projects in one place.
Automation: Automate recurring tasks and approvals.
Custom Fields: Add specific data points to tasks for better organization.
Integrations: Connect with Slack, Google Drive, and over 200 other apps.

Pricing

Enterprise plans include advanced security, admin controls, and personalized support.

Who Should Use Asana?

Ideal For: Teams with multiple projects requiring clear tracking and organization.
Not Ideal For: Teams seeking more visual workflow tools like Kanban boards.

Alternatives

Consider Monday.com for automation-heavy workflows or Smartsheet for spreadsheet-style project management.

Jira Software

Jira Software by Atlassian is designed for software development and IT teams to manage agile workflows and bug tracking.

Key Features

Agile Boards: Kanban and Scrum boards for managing sprints.
Issue Tracking: Track bugs, tasks, and feature requests efficiently.
Roadmaps: Visualize long-term project plans and dependencies.
Integration: Seamlessly integrates with Confluence, Bitbucket, and over 3,000 apps.
Reporting: Advanced analytics for tracking sprint performance.

Pricing

Enterprise pricing includes advanced scaling and admin controls.

Who Should Use Jira Software?

Ideal For: Development and IT teams working in agile frameworks.
Not Ideal For: Teams outside of software development.

Alternatives

Asana for general project management or Wrike for real-time collaboration.

Smartsheet

Smartsheet combines the familiarity of spreadsheets with robust project management capabilities.

Key Features

Customizable Templates: Use pre-built templates for project planning, resource allocation, and reporting.
Automations: Streamline workflows with rule-based automation.
Collaboration: Assign tasks, track changes, and centralize discussions.
Gantt Charts: Visualize timelines and dependencies.
Integrations: Works with Microsoft 365, Google Workspace, and Salesforce.

Pricing

Enterprise pricing includes advanced security and governance features.

Who Should Use Smartsheet?

Ideal For: Teams comfortable with spreadsheets looking for advanced project tracking.
Not Ideal For: Teams preferring Kanban or more visual tools.

Alternatives

Airtable for database-like functionality or Monday.com for workflow-heavy projects.

Wrike

Wrike is a versatile project management tool that provides real-time visibility into complex project workflows, making it ideal for larger teams.

Key Features

Custom Workflows: Create workflows tailored to your team's needs.
Real-Time Collaboration: Comment directly on tasks and files for instant feedback.
Dashboards and Reports: Get project insights with advanced analytics and reporting.
Gantt Charts: Visualize project timelines and dependencies.
Integrations: Works with Salesforce, Slack, Microsoft Teams, and over 400 other tools.

Pricing

Enterprise pricing is custom and includes features like advanced reporting, admin controls, and security options.

Who Should Use Wrike?

Ideal For: Teams managing complex projects with high levels of cross-department collaboration.
Not Ideal For: Small teams with straightforward project tracking needs.

Alternatives

Monday.com for process-heavy workflows or Smartsheet for spreadsheet-based tracking.

Hive

Hive is a project and process management tool that combines task tracking with AI-powered insights to streamline workflows.

Key Features

Customizable Views: Choose from Kanban, Gantt, calendar, or table views.
Workflow Templates: Save time by applying reusable templates to recurring projects.
AI Assistance: Use Hive's AI to automate tasks, prioritize work, and provide insights.
Action Cards: Assign, track, and discuss tasks in one place.
Integrations: Connect with over 1,000 apps, including Slack, Google Workspace, and Microsoft Teams.

Pricing

Enterprise plans offer custom pricing with features like analytics, advanced security, and workflow automation.

Who Should Use Hive?

Ideal For: Teams looking for a unified platform with strong AI-driven process automation.
Not Ideal For: Teams needing highly specialized tools for software development or agile workflows.

Alternatives

Asana for detailed task tracking or ClickUp for customizable views and automation.