Overview:

     In this blog post, I'll be evaluating the Pro's and Con's of Microsoft Sharepoint and Atlassian Confluence. I'll be comparing them side by side so that their differences are highlighted, and their strengths, showcased.

     Both of these tools are similar in that they help organizations to manage documents and information within the organization, and enable collaboration for increased productivity. However, there are some key differences that makes them both different. This blog will explore those differences across 6 different aspects of KM tools and platforms. Amongst these insights, both of these tools can also be evaluated individually, so that by the end, you the reader will know exactly which one of these tools is best for your needs.

What Are Knowledge Management Tools?

     Commonly referred to as KM tools, these platforms specialize in allowing users and organizations ot manage their content, documents, etc. In one, easy place, which allows for greater collaboration amongst workers in an organization. These tools also serve as search engines, document repositories, and tools that enable workflow automation.

     Tools such as these have allowed companies to work much more efficiently, and allow employees to focus more on completing their tasks, and allowing for innovation, rather than having to spend time trying to find certain pieces of information, or trying to remember where a file may be. These platforms often times also contain systems that allow version control and tracking, access control and audit logs, and regulatory compliance. By handling all of these various aspects of an organization in one, easily manageable and accessible location, companies can streamline their workflows.

Microsoft Sharepoint:

Side by Side Chart

Differences in the UI/UX:

     SharePoint allows for a huge amount of customization using the framework. This allows for companies and organizations to create customized versions that are streamlined for their organizational needs. It's less intuitive and has a higher learning curve, but typically, only the administrators need to worry about that.

     Confluence on the other hand has a clean and simple UI and work environment, meaning it doesn't have much of a learning curve, and it's easy to manage, especially for smaller, agile focused teams.

Cost and Scalability:

• SharePoint allows for very easy scaling, from small to large organizations. It contains both fixed subscription tiers, as well as custom quotes for larger organizations. All version allow for enterprise related regulation compliance.

• Confluence is free for up to 10 users and offers a very cost effective scaling option for startups and small teams. However, the add-ons are separate costs, and integrations may lead to more long term costs.

Applying the Six KM Dimensions:

Strategy:

• SharePoint: Is a centralized platform, that is best for top-down knowledge structured organizations.

• Confluence: Designed for simple and open Agile collaboration.

Organizational Culture:

• SharePoint: Is Formal, and focused a lot on compliance.

• Confluence: Informal, focused on innovation and collaboration.

Processes:

• SharePoint: Enables workflow automation and approval systems.

• Confluence: Requires manual tagging and content creation.

Leadership:

• SharePoint: Deeper interactions are mostly handled by Admin.

• Confluence: Platform is decentralized, all members have equal power.

Technology:

• SharePoint: Very deeply integrated with Microsoft 365 Applications.

• Confluence: Is lightweight at first, can be strengthened using Plugins.

Politics:

• SharePoint: Best for hierarchicaly structured organizations, and focuses on compliance.

• Confluence: Works very well for team based work and organizations.

Conclusion:

Both tools are very valuable and useful, but in different ways.

• Microsoft SharePoint is much better for structured organizations that tend to be larger in size. Especially if these organizations have to follow strict regulatory complaince. Additionally, SharePoint allows for workflow automation, and can be very deeply integrated with Microsoft applications

• Atlassian Confluence is perfect for very fast paced, collaboration focused teams, especially those in smaller startups or tech companies. These smaller companies typically need easy to adopt, and flexible collaboration, and confluence is a perfect solution for that.

While SharePoint has the largest userbase, it doesn't mean that it's the best KM tool. Both SharePoint and Confluence have their own strengths and weaknesses.

To understand which platform would be best for your organization, you must consider:

• How big your organization is

• Whether your company will be growing

• How your organization is structured

• Whether you have to follow regulations

• What your teams' workflows are

Only once you've assessed all of these aspects, can you decide which of these tools would be best for you.

References: