GMs: how do you keep track of big story arcs?

[Beginning of the End]

My question for y'all is: how do you keep track of the details, for yourself?

The exact system I use will depend on the specific needs of the campaign/adventure, but it ultimately boils down to identifying usable chunks of data and grouping it together.

For example, my current campaign is organized around two key documents:

(1) Adventure Track
(2) Campaign Status

The former lists every "adventure" I'm going to use as part of the campaign and also includes the revelation list that will move the PCs from one adventure to the next. (Some of these adventures are locations; others are organizations; others are events.)

In the case of my current campaign, the Adventure Track is broken down into five acts. One of these five acts involves two largely separate plots -- they occasionally intertwine, but they're generally interdependent enough that I'm keeping track of them in two separate lists with two separate revelation lists.

The Campaign Status document, on the other hand, is a current snapshot of the campaign. For my current campaign that includes a schedule of upcoming events (08/09/1089 - the third assassination attempt on Emily); a schedule of upcoming backdrop events (that will be reported in newspapers); and the current status of any "adventures" that the PCs are currently interacting with (they've killed X; cleared out areas 8-19 of dungeon Y; the cultists have reinforced the Tempestwarren; etc.).

Each "adventure" is contained in a separate Word document.

There a couple of other miscellaneous documents to catch odd bits of data: An Excel spreadsheet for tracking a particularly complex and inter-related series of handouts. A separate Word document containing the secret history of some amnesiac PCs. Et cetera.

Oh, and I keep a detailed campaign journal for every single session. They chew up a ton of time, but well worth the effort.

But what it really boils down is identifying usable chunks. And if, necessary, creating a heirarchy of usable chunks within usable chunks until you get to the point where you can manipulate comfortably at a macro level and zoom in for the appropriate level of detail at will.

 

[Wolf1066]

I write up large amounts of notes in Word, tables of all sorts of details in Excel, for big projects I create databases. I compile lists of stuff that people have, backgrounds, relationships, time-lines, jot down notes of ideas that come to me.

I have a rough idea of big picture in my head and I fill in the details as they occur to me. In the meantime, I plan the next couple of days ahead - the characters are employees, so they have to go where their boss dictates, which sets them in the right place at least - and then work out who else they will meet when they are there, what situation they've walked into etc. I write up copious notes on what there is to see and divide it up into difficulty levels, write up handouts for each level, have scripted bits for some of the NPCs, pictures, maps. If part of the big picture is likely to be visible, I put it in - like they are at this place so they will get their first view of that, they won't understand the significance yet but it's there.

All this goes into the notes for the upcoming couple of "days" in game time.

Then we play and the players roll their dice, they get whatever information their rolls dictate (handouts) and they get as far as they can before the gaming session ends (3 hours including a break for cigarettes and coffee) and I have all the notes that were used in one pile.

Afterwards, since everything is on file, it's a simple matter to go through, delete all the bits that they missed, add in any additional spur-of-the-moment stuff that came out of the game (because I know what the NPCs are likely to know - I've spent that much time on their backgrounds - I can easily ad lib if the players surprise me so they may end up with some information early or out of sequence if they ask the right questions of the right people) This creates a new file that is a journal of the night's gaming - and well over 70% was already written before I sat down.

With the journal quickly sorted - less than an evening, typically - I can then spend the rest of the two weeks before the next game night writing up where things are heading next based on what happened in the previous session - thus creating my notes and around 70% of the journal.

The journals are necessary, given we only play fortnightly - prevents players and me from forgetting what happened. Even more necessary after the last session as we have to skip one of our game nights so it's going to be four weeks between games.

I'm going to try some of the mind mapping programs mentioned. I've used MS Onenote at work and it is a great program for storing large amounts of interlinked info in different formats in one place - trouble is I don't have the budget to get a copy for home.

 

[ruemere]

OpenOffice.

Spreadsheet template with macros to keep track of Xp, Encounters, Sessions and Dates.

Writer template to produce gazetteers and adventure supplements.

Regards,
Ruemere

 

[Jack7]

I started using Mind Mapping and Concept Maps years and years ago, before there were personal computers. Back then I did everything on paper and it all went into my operational notebooks. I've never really revisited the subject on the internet so I had no idea that these kinds of software advances had been made. Thanks for the links everyone.

Can anyone suggest what they think is the very best Concept and Mind Mapping software?

As for me I use mind mapping and similar techniques (Analytic Technique Grids, Pattern Analysis, etc.) for many things, but for long term game plots I just use a simplified variant of my Plot Machine. Stored with my plot machine I keep maps and graphics and a Cell Chart for character-NPC relationships, etc. That kind of thing.

Thanks again for the links and I hope that if it's okay with Sev that people will suggest what they think of as the best mind mapping and concept mapping software that they know of.

 

[jcayer]

If the players know, it goes in the blog: Blog link
It has come in very handy for both me and them to be able to refer back.

If they don't, it stays in my head. I will occasionally outline something in Word, but not very often.

 

[Nifft]

I put clues & revelations that have been given to the players on our campaign wiki, so they don't forget (and so I don't forget what they know).

I generally keep notes on NPC motivations, and if several complex plans are in motion, I may make a "timeline" for how things will go (barring PC interference... so I expect the timetable to get messed up at some point).

Cheers, -- N

 

[Wolf1066]

Well, starting with Doug's suggestion of Mind Mapping, I went out hunting for concept-mapping software. Mindmapping is a subset of concept mapping; the former requires a central concept from which all else radiates out, while the latter is more free-form.

I've only played with it for a little while, but so far I've very much enjoyed IHMC's CMap Tools. I can make a representation of NPCs and their relationships with each other. I can group those NPCs together and expand or collapse those groups. It was neat to collapse down my "demons" node and note which relationships started resembling each other and it makes a big difference for me to be able to visualize my data & do so in a non-tree, non-linear fashion.

Recommended if you, like me, think in circles.

I do think in circles and have occasionally got tangled in a mess trying to keep interrelationships in my head.

I tried mind-mapping on paper years ago and gave it up as a bad idea - wound up with a mess and not enough room to insert things I thought of later.

Just downloaded and installed Cmap and had a play - this is the sort of tool I've wanted/needed for years. Not only can I link crap together, I can move stuff around to make more room - try that on a bit of paper!

I've done a lot more in 15 minutes than I've ever achieved in half an hour attempting to "mind map" or concept map on paper (admittedly, on paper I vacillate for ages before writing anything because I want to leave room for additions. With Cmap, I just bloody write it because I know it can be reorganised with the drag of the mouse if need be.

Thanks for the link, Sev, you rock.

 

[Philotomy Jurament]

I don't plan big story arcs, but I do organize various pieces that might become part of a story. To me, this is basically the same thing as creating the setting.

I map the play area, and place strongholds. Each stronghold controls territory (usually around a 20 mile radius, or so), and each has some associated villages. Each stronghold also has a ruler, of course. I use the guidelines for "castle inhabitants" in the OD&D books, which usually gives me a castle lord, some special retainers (e.g. leveled or monstrous resources), maybe a spellcaster, and men-at-arms.

I write up a summary of the population and resources for each stronghold. That includes names and personalities for the principals, income, et cetera. For example, in the area around Cromlech Tor in my current campaign, there are a handful of local powers, each with a stronghold or tower and its attendant resources.

• Prefect Milos of Rushmarch
• The Archon of Thrax (a small city-state)
• The Sea Temple of Pyong the Squamous
• The Wizard of the Deep (in a forest named Blackrush Deep)
• Lord Brandan of Talnor

I write up a relationship summary for how these local powers get along and see one another. I also write up orders of battle that list the military strength of the powers.

Lastly, I place a few adventure locations (e.g. the dungeons beneath Cromlech Tor) and monster lairs.

I cut the players loose on this, possibly supplying some rumors. With this structure, I keep track of campaign time and have the setting respond to the actions of the players. They may not become involved with some of the stuff for some time, but it's there. It's really cool to have quantifiable numbers for the resources. If the PCs start eyeing political power, it's very satisfying to have their local competition actually quantified, and not just a nebulous source of power and soldiers without any real numbers defined. It adds something to the game, IMO.

When the PCs are in conflict with something, I also track replenishment times. For example, in the Cromlech Tor dungeons, I assign replenishment rates to certain groups of monsters (consisting of a time period and a die roll to determine the number of replacements or recruits). (Tracking time is very important, for all sorts of reasons.)

To me, this is the essence of a campaign. It's a dynamic setting that responds to the players, and has a real structure that they can interact with and affect, on a game level, as well as on a roleplaying level. Stories will sprout up like weeds, and the cool thing is that it will just kind of happen.

I don't really use anything except a text editor and paper. No special software or anything like that.

 

[Umbran]

Notes. Copious notes.

I do notes on what happens in each session as history, and I also keep notes on each of the major players, and what they are doing or will do as time goes on, so I can get an idea of where some of the setting pieces are headed.

 

[Philotomy Jurament]

I do notes on what happens in each session as history, and I also keep notes on each of the major players, and what they are doing or will do as time goes on, so I can get an idea of where some of the setting pieces are headed.

Yeah, I do after session notes, too. During the session, I use a game reference sheet to keep track of the PCs and NPCs. I scrawl the date of the session on the top of the sheet. After the session, I do all my write-up notes on the back of the sheet, including jotting down stuff like monster and NPC reactions and other setting/game reactions to the events of the session.