AI can be used to learn, but it can also be used to share information better. Teams are using various new AI tools to improve the way they share knowledge at work and to help make communication more effective. AI can be used to transform information from one format to another. It can also be used to search through information and find what you're looking for more quickly. Using a few of these tools on your team can really help ensure everyone's always on the same page.
These tools can turn a boring memo into a mini-podcast, answer your questions by searching company files, or quickly summarize what happened while you were out. This article highlights five of the best AI-powered tools to help your team share and find information more effectively.
1. NotebookLM: Turn notes into podcasts
What it does: NotebookLM (from Google Labs) can generate an “Audio Overview” – basically a podcast-style conversation – from your documents. In these audio summaries, two friendly AI hosts chat about your content, summarize key points, and even point out key takeaways. Team members can download these discussions to listen on the go, making knowledge sharing feel as easy as tuning into a talk show.
How it helps teams: Transforming notes into a podcast is a great way to ensure boring information is actually transmitted and understood. These notes don't require you to sit at a computer and understand detailed information on a page. They can be listened to on the go, while performing other tasks. They're also often better for many people's learning styles. The Glide engineering team, for example, creates a podcast each week with key updates that are important for everybody to pick up on. The result is better information retention and a more engaged team.
2. Glide: Create an AI-powered knowledge base
What it does: Glide is a no-code platform that lets you build a centralized company knowledge base app without needing technical skills. All those manuals, how-to guides, and training videos scattered across your company can be neatly organized in one secure place. Your Glide knowledge base can connect to tools like OpenAI, Slack, and more. This means you can add AI-powered search or even chat features on top of your knowledge base, so people can ask questions and get answers from the content. Since your Glide app is mobile accessible, it also makes your knowledge base easily searchable using AI from any device, rather than being tied to a paper file or computer.
How it helps teams: Since Glide apps are infinitely customizable to your needs, you can create a knowledge base that is in whatever format is most useful for your own company.
For instance, a new hire could open your Glide internal knowledge base and simply ask “How do I file an expense report?” Instead of hunting through PDF policies, the app’s AI search could instantly pull up the exact step-by-step guide. This saves time and frustration. Another example: Your support team could have all product FAQs in a Glide app – when they type a customer’s question, the AI finds the answer in the knowledge base in seconds.
If you have teams working in the field, you can store all of your guides, manuals, and notes in one place so they can access them. If your team needs to take notes, use voice-to-text and AI to transcribe, summarize, and generate reports for customers or the rest of your team. Think of your Glide app as the connective tissue for all of the other databases and software that you need to use. Your app centralizes it and makes it accessible so that you can use AI to stay more informed
3. Superwhisper: Accurate AI voice-to-text
What it does: Superwhisper is an AI-powered voice-to-text translator that can be accessed via a hotkey on your computer or smartphone. It improves on the typically messy and inaccurate voice transcription tech that was previously available. It also lets you transcribe into pretty much any software or web application, so you can use it wherever your work is getting done.
How it helps teams: Sometimes it's so much faster and easier to just speak your thoughts out loud. However, your teammates don't always have time to listen to lengthy voice memos. Install Superwhisper on your computer or smartphone, record your thoughts and AI will create immaculate transcriptions that you can send to teammates or input into company notes.
Voice-to-text isn't just useful for personal communications. If you have teams working in the field, voice memos can be a much easier way to record important information, notes, and details, and automatically enter them into whatever field management app you're using. Voice memos can help you fully digitize instead of relying on paper notes or digital spreadsheets that are very inconvenient to use on mobile.
4. Perplexity Labs: Create mixed-media moodboards and decks
What it does: Perplexity Labs is a project-based multimedia AI. In addition to its Perplexity research capabilities, you can use it to create images, charts, and even simple web apps. This makes Perplexity Labs an excellent tool for creating mood boards, reports, and dashboards with multimedia features.
How it helps teams: If you're trying to organize a project or get your team all on the same page, Perplexity Labs is a great tool to help detail the full scope of your idea. Some suggested uses?
Create detailed moodboards for creative projects on your team, and generate images to better convey your ideas.
Spin up illustrated reports, including graphs, charts, and images, to share the performance of a team or project.
Scope out a project ahead of time with detailed notes and visualizations. You can even use the code generation capabilities to create a basic interactive calculator for the project right in your deck.
5. Guru: An AI Q&A wiki for work
What it does: Guru is an AI-powered knowledge hub that acts like a company wiki with a built-in expert. All your team’s important knowledge (how-tos, FAQs, best practices) lives in Guru as cards, and the AI is always ready to help you find the right one. Guru shines by delivering verified, AI-suggested answers right where you’re working, in real time. It integrates with tools you use daily (like your browser, Slack, or email), so if you need info, Guru’s suggestions pop up contextually without you even switching apps.
How it helps teams: If a customer support rep is typing an email to answer a client’s question. Guru’s browser extension might recognize the topic and instantly suggest a card with the relevant answer while they type. This can save the rep from searching the wiki manually. Guru ensures that the info is verified by experts but delivered with AI speed, which is great for fast-moving teams. Or a sales team can use Guru during calls; if the client asks about a product feature, the rep can quickly query Guru and get the fact sheet or approved answer on the spot. By embedding knowledge into everyone’s workflow, Guru prevents knowledge from “hiding” in a separate system. It makes sharing information feel seamless because the answers find you. This leads to fewer repeated questions and more consistent, up-to-date answers across the team.
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Every single team can be more productive, more accurate, and more effective if they have easy access to information. That's what AI can do. Use these tools to make sure that people have access to information in a format that suits them and can access it in a timely fashion without any headaches.
With better access to knowledge, your team can make more informed decisions and can communicate their valuable internal knowledge to make the whole team more effective at their jobs. Spend less time digging for info and more time collaborating and getting things done, with everyone confidently on the same page.
