Lately I've found myself struggling to stay motivated on some of the nitty-gritty bits of running an ongoing campaign. I need a system for taking notes, staying organized, and making effective use of prep time. Often when I sit down to prep for a game, I hit writers block. Rather than being worried about the game being 'good', I suspect it's really about feeling overwhelmed and directionless about what I should be working on.
To correct this problem I've decided I should sit down and pick my own brain for answers.
To help myself and others sift through this rambling I'll notate each section with "$ Philosophical:" for when I'm rambling about things you think, and "+ Applicable:" for when I'm suggesting an practical thing you do. Then, at the bottom of the post I'll distill down the essence for ease of reference.
$ Philosophical: Why Prep?
My playstyle is typically improv-heavy but rather than throwing on tables and making stuff up as I go I find it helps to have something a little more structured to riff on. The continuum from prep-heavy to full-improv is a gradient, and I think I'm only slightly more towards the improv side than in the middle. What I really need is a cohesive head-canon of ideas to draw on, so I'm not just grasping at straws.
Another element that's important is having well-structured, concise play reference. Traditionally this is tabbed DM folder. The older I get the more I find that routine and structure is very important for my well-being. This is something I think is innate to all humans, but how it's best expressed is a learned behavior. It's going to be slightly different for everyone according to acculturation, experience, and temperament. Having a sensible structure takes a huge mental burden off, as a lot of your thinking is done ahead of time. When you don't have structure your brain is required to work double-time at solving problems over and over again. Without fitting those solutions into a framework you end up treading old ground, coming up with novel solutions each time. Routine and structure reduces mental load and stress, freeing up brain space to focus on newer, more interesting and meaningful tasks. This extra bandwidth increases enjoyment, flow, and satisfaction by allowing you to be more mentally present.
In the same vein, taking notes during game is a huge boon. That way you have a record of previous games to refer to when doing prep, and to jog your memory of past actions. DMs have a lot of hats to wear and jobs to juggle, in and out of the game. A simplified, planned system of note taking expediates this process.
My current system is an unstructured pile of notebooks, a jumble of half-finished dungeons, important prep, in-game notes, asides, doodles, and scratch. It's a headache to sift through.
...
+ Applicable: What do you need when you sit down to play?
World Map - a hexmap of the region play takes place in. Players generate their own version of this as they play. This gives you an overview of nearby locations and environments.
Maps of Expected Locations and Dungeons and Keys - All the nearby. locations you expect the players to visit this session, mapped out on graph paper and efficiently keyed
Encounter Tables - For said adventure locations and regions, including relevant wilderness and dungeon areas.
Relevant Generation Tables - Random tables, but just the most important and immediately useful ones.
Note-Taking System - Could be a spiral notebook with a planned system of how to take notes that you stick with. That way when the players defeat a monster or get a quest, it triggers a thing in your brain to write it down.
Adventure Hooks - A list of potential adventure hooks, and active quests, and where the players stand on them. Probably two sheets: active potential hooks (ones the player could trigger right now), and ones that have already been triggered with a sentence or two about where the players are with it. Update this each session, removing ones that are no longer important.
Notes on Current Adventure - Where the players are right now. You might keep a separate set of notes distilled from past adventures, just the key points. The current adventure notes are the insider view on what the players said they're working on, or what you expect them to be doing for the present session.
+ Philosophical: Two Kinds of Prep
There's two kinds of prep: Creation and Updating.
+ Applicable: Creation
This is what you do when you're making new stuff. If you're sitting down to start a fresh sandbox campaign, it's all creation. This is the fun joy part of the DM's job.
Don't let it take over your life! I find that creativity happens better when you encourage yourself to do it at specific times. Daydreaming is unhealthy. If you train your brain to daydream it'll start throwing things at you when you're supposed to stay on task. Living a distracted life increases your mental load and stress.
Instead, train yourself to be creative when you sit down to be creative. Do this by shifting attention away from daydreaming when you notice it (I like to turn my attention to my breath for a moment). That way you save up that mental energy for when it's time to prep (DM solo play). Then you're less stressed in your daily life you'll have more energy and creativity when it comes time, because you haven't been squandering it all day. Mental energy is finite, like mana, use it well!
+ Applicable: Updating
This is when you add to, remove, or change things that you've created previously.
You refer to old notes, previous sessions, and change things in your current prep. You might keep a previous record of old, no-longer-important updates and retire them to the trash after a certain period. Maybe perform a routine housekeeping at the end of each month, only keeping the very most important beats for later reference.
Just forget about everything that goes in the trash or it'll continue taking up that precious brain space. The older I get the more useful I find it to be strict about stay trim and austere in this regard.
$ Philosophical: The Psychology of Writer's Block
This is where I hit that motivation wall. It's good to learn yourself well enough that you can identify why you hit a wall. There's a reason why for everything you do, and often we get stuck and frustrated when we don't let ourselves figure this out.
Often we hide the truth from ourselves by creating stories in our heads about "why", but the real answers are always Feeling and Needs. Here's a little bit of earned wisdom for you to take home. Frustration as a Feeling is always related to the need for Effectiveness. If you can connect with the Need for Effectiveness and create a Request for yourself of how to meet that Need, the Feeling gets dealt with. That's what I'm doing right now by writing this - I'm fulfilling my own Request.
It's obvious how to make a Request of others, but when it comes to DMing and writer's block, dealing with self, it can be a little sticky. You have to learn to empathize with and understand self effectively. If you're Anxious about prepping it's because you have a Need for Acceptance. Don't fall for the trick of thinking you want Acceptance from people who Aren't Right In Front Of You Actively Not Granting Acceptance!! You want the game to be good and your friends to like you, but YOU'RE the one not Accepting YOU! So rather than prep you procrastinate because you're unconsciously trying to avoid Accepting your own little self. Oh the webs we weave!
The only way to deal with this trap is to Give Yourself permission to be a regular, normal, flawed human. Really, being regular, normal, and flawed is the most beautiful, most perfect way you can be. Why? Because it's what you really, truly, actually are. The image you have in your head of being great, shining, and admired is a fantasy - it's really an inverted fear. People want to be Great because they don't want to be Alone. Luckily, there's plenty of middle ground and you have no choice but to Actually Live There. So just Live There.
The other form of writer's block is Frustration. Frustration, as I said, comes from the Need for Effectiveness. It's not that you Want to achieve your goal, it's that you think you're actively Not achieving it. If you stop to analyze the situation it becomes obviously absurd: Instead of actually Doing the Thing, you're sitting there stumped, frustrated, caught up in this fear of Not Doing The Thing. You're caught in another psychological feedback loop: I'm frustrated because I'm not doing the thing, and because of this frustration I feel stuck, and because I feel stuck, I can't do the thing, therefore I'm frustrated about not doing the thing...etc etc
The only way out is to switch gears and start doing something. You have to push through a wall of pain to do that. Therefore, make the wall of pain as small as you can. Get out some scratch paper and just start writing word-association style. ORC DRAGON CAKE SWORD COIN WITCH until you start getting momentum
Admittedly, my technique is often to get on Discord an complain about what I'm thinking. Someone inevitably chimes in to give me advice and it usually clears up immediately. Now I'm no longer stuck in a feedback loop of frustration problem, instead my brain is now working on the problem of criticizing their advice and thinking up better advice. Once I'm giving myself Better Advice I've broken the psychological chain and I'm free to start working, with the added benefit of having Better Advice. Human brains are weird.
Is that Chaotic Evil of me? Hell no, kill the demiurge!
+ Applicable: Okay But What Do I Actually Prep Though (Elements of Game Prep)
Below is a Food Chain ranked in order of data complexity. Things closer to the top are made out of things lower down.
Adventure Hooks - This is where you extract fragments of data from your keys and convert it into exciting tidbits that players want to investigate. Despite being extracts from lower levels of data, these are actually the most energetically complex element because they fractally compress a web of data in a small space. Hand these out like candy and keep the list updated. You might have different adventure hook lists for different regions, locations, or settlements.
World Map - This is the highest level instrument. It correlates all data lower in the system in graphical form. This is your hexmap or gridmap or pointcrawl map or whatever map. It's a chart of symbols for orienteering imaginary space. It's the table of contents of your Shared Hallucination.
World Key - This is the Words that explain what the symbols mean.
Adventure / Dungeon Maps - A zoomed in graphical overlay of bits of your World.
Adventure / Dungeon Key - Corresponding Words that explain the Adventure / Dungeon Maps.
State of the World - This is the factsheet for over-arching adventures you have sort of planned out. This exists, though you might not use it at the table, because it can be hard to parse out "Fazlod the Mage wants the Silver Sword from the Lady of the Lake, but it was Stolen from Her by the Goblin King, Only 3 dudes in different places know how to get there, there are 4 other NPCs that also want the sword, oh and the Hobgoblin army is marching thru the Goblin Kings territory, oh and wyverns are attacking the Hobgoblins etc" based on information scattered across your prep material. This can be as simple as a list of headlines of current events happening outside the view of the players, maybe with details for how they connect so you know how to look up the information you need. Think: WHO WHAT WHERE WHY COMPLICATION
Random Tables - Tables for adding life and color to the world. These have varying levels of complexity somewhere between Null and Adventure Hook. They can be anything from bits of fluff, to Monsters, NPCs, or entire Adventure / Dungeons.
Faction Profiles - the egregore of a collective of NPCs. Includes similar data to an NPC, but from a corporate level.
NPC Profiles - Mobs, critters, denizens. This includes data sheets for NPCs as well as monster stat-blocks. A picture, name, statblock, profession/background, cute details/quirks, motivations, likes/dislikes, resources, allies/enemies, whatever. This could be as simple as a blackbook entry like "Orianna Flux, 24F, Human, Gloaming Spire, Tinker's Guildmaster. Love: Technology, Hates: Orcs".
Treasure Tables - Shinies.
Background Lore - This is actually the lowest level of data because it's basically the white noise at the base of everything. These are the deranged scrivenings you make when you're dreaming up shit and writing it down. Later you go back and extract stuff, combine it with Structure, and add it to one of the higher-level data sets. Make sure you don't let this stuff stick around too long or you end up with reams of notebook you don't even want to look at.
So that's basically what you need to play the game. Maps, Keys, Hooks, Factions, NPCs, Random Tables, and something explaining How This Stuff Connects Together and What's Going On. Maybe a shame-inducing notebook of Ideas or Background Lore.
I like to use folders and notepad files or google docs to track all this stuff on a grand scale, and copy into a DM folder for using at play. It's nice to keep a digital archive so that updating is easier. Only pen and paper can be messy unless you're very disciplined.
+ Applicable: Taking Notes
It can be hard to know which game elements to trigger for a note. Often I just don't even take notes because I'm busy playing and I don't want to stop to write. I suppose this is a Need I should investigate. Maybe it's related to Acceptance: I want Acceptance that the game will be fun and my players won't be bored while I stop to take notes. My players can't give that to me, only I can give that to me. If they're not having fun because I stop for 5 seconds every so often to write something down maybe I need new players.
So what things trigger a note?
Meeting an NPC, PC / NPC Death, Monster Encounter, Monsters Slain, Adventure Hooks Received, Locations Visited, Treasure Obtained, Faction Moves, Important Events. What's an Important Event? Anything that conceivably be a headline or a diary entry. Keep each note under d12-ish words. Maybe shoot for a VERB NOUN format, like a MUD.
ENTERED GREEN VILLAGE
MET WIZARD MIKE
KILLED WIZARD MIKE
GOT 1000GP AND WIZARD MIKE HAT
RAN FROM GUARDS
RAGNAR DIED
NEW QUEST: REVIVE RAGNAR - LADY OBELISK HAS MAGIC DOODAD
+ Applicable: Organizing Reference Folder
Okay this post is getting long and I'm tired. Let's wrap this shit up. This where I'm gonna overview.
Reference Folder is a fancy way to say DM Folder.
It should have tabs and a ream of notebook paper and graph paper in the back.
Each tab should correlate to an Element of Game Prep. I think this might be a good arrangement:
1. Adventure Hooks
2. State of the World
3. World Map / Key
4. Adventure / Dungeon Maps / Key
5. Faction Profiles
6. NPC Profiles
7. Encounter Tables
8. Treasure Tables
9. Random Tables (d4caltrops.com)
10. Scratch Paper
- Notes in its own Notebook so you can keep it open in front of you while flipping thru DM folder
- Background Lore in its own Notebook so you're not wrestling with it while playing
Creation Work Flow:
- Draw Map
- Create Encounter Tables for Region
- Generate Starting Settlement
- Populate Settlement with NPCs
- Generate Starting Dungeon (1-3 floors if you do that thing)
- Populate Dungeon with Monsters and Treasure
- Generate d6 Adventure Locations close to the Starting Settlement
- Connect stuff, make Factions w Goals, allies/enemies
- Generate d6 Adventure Hooks
Update Work Flow:
- Refer to notes
- Update Adventure Hooks
- Fill out Area players are heading to
- If they discovered a new site, prep it out
- Populate new profiles (expanding on NPCs, factions, events you made up during game)
- Recall the hooks and Whispers and Lore you Spouted during the game and add those things to your World
- Drink water, get good sleep, meditate
- Comb through your stuff and cut out half of what you wrote. Try to condense things down. Music is made by the spaces between the notes. When there's room to breathe you also have room to imagine. Don't paint yourself into a corner. Only prep 1-2 games ahead of the players.
- Update the State of the World factsheets so you don't get lost.