As a Dungeon Master, preparing for a session can sometimes feel like a daunting task. With countless details to manage—from plot points and NPCs to encounters and world-building—it's easy to spend hours getting ready for just a few hours of gameplay. However, by honing your prep process, you can maximize your time and focus on what really matters, ensuring that your sessions run smoothly and your players stay engaged. 

In this article, we’ll explore strategies for organizing your session notes efficiently, prioritizing the most important prep tasks, and utilizing powerful Dungeon Master tools to streamline your workflow. Whether you’re a seasoned DM or just starting out, these tips will help you make the most of your prep time, allowing you to spend less time worrying about the details and more time crafting memorable adventures for your players.

Organizing Session Notes 

Efficient session preparation starts with having your notes well-organized and easily accessible. With so many elements to keep track of—plot threads, NPC details, encounter mechanics—it’s crucial to have a system that allows you to find the information you need quickly during gameplay. This not only reduces prep time but also helps you stay focused and responsive during your sessions. 

Digital Organization 

One of the most effective ways to organize your session notes is through digital tools. Apps like OneNote, Evernote, and Notion offer powerful features that make it easy to categorize and structure your notes. With these tools, you can create digital notebooks that mirror the structure of your campaign. For instance, you might have sections dedicated to session notes, character backgrounds, locations, and plot outlines. 

OneNote and Evernote allow you to create notebooks with sections and pages, which you can easily navigate during a session. They are formatted just like a physical binder. Their search functions are particularly useful, letting you quickly locate specific details like an NPC’s name or a plot point. You can also integrate images, maps, and links to other resources, making your session notes a comprehensive reference. 

I use OneNote for everything. It organizes my entire life. I’ve heard people say they don’t like it, but I’ve found that’s usually because they’ve never figured out how to properly use it. When you think of it as a filing cabinet with an infinite number of drawers, it becomes extremely useful very quickly. It also allows me to save the notebooks out to the Cloud, so none of my data should ever get lost due to a computer issue. 

My understanding is that Evernote does exactly the same thing, it just doesn’t require Microsoft Office to be installed. 

Notion offers even more customization, with the ability to create databases, checklists, and linked pages. This flexibility means you can tailor your notes to your exact needs, whether you’re running a sandbox-style campaign or a tightly woven narrative. For example, you can create a table of NPCs with quick links to their detailed profiles, or a list of locations with associated encounters and lore. 

In a similar vein, Obsidian is a powerful and flexible note-taking app that has gained popularity among Dungeon Masters for its ability to create interconnected, non-linear notes. Unlike traditional note-taking tools, Obsidian is built around the concept of a "knowledge graph," where individual notes can be linked together in a web of connections. 

This makes it particularly well-suited for organizing complex campaigns, where plot points, NPCs, and locations often interconnect in various ways. With Obsidian, you can quickly create and navigate between these linked notes, making it easy to track the relationships between different elements of your world. 

Additionally, Obsidian’s support for markdown and its robust plugin ecosystem allow you to customize the app to fit your specific needs, whether that’s integrating maps, creating timelines, or setting up a dynamic to-do list. This adaptability makes Obsidian an invaluable tool for DMs looking to streamline their session prep and reduce their prep time from hours to minutes. 

All of these products have a learning curve. It will take you time to learn how to work with each of them, but the best tools allow you to intuitively do what you need to on a daily basis, then search for ways to do things you only do occasionally. 

All of these options are free, or have a free tier plan. 

OneNote: 
Evernote: 
Notion: 
Obsidian: 

World-Building Platforms 

For Dungeon Masters running large, complex campaigns, world-building platforms like World Anvil offer specialized features that go beyond basic note-taking. World Anvil allows you to build a rich, interconnected world where every element is linked and easily accessible. 

World Anvil lets you create detailed entries for your world’s locations, characters, items, and more. Each entry can be linked to others, so you can easily track how different parts of your world interact. For example, if your players visit a new city, you can quickly pull up information about its history, key NPCs, and current political climate—all interconnected within the platform. 

This platform also integrates with tools like maps and timelines, providing a visual and chronological context to your notes. This is especially useful for campaigns that span multiple regions or time periods, as it helps you maintain consistency and continuity. 

Physical Note Systems 

If you prefer working with physical notes, a well-organized binder or system of index cards can be just as effective as digital tools. The key is to ensure that your notes are structured and consistent across sessions. 

Binders: Use a binder with dividers to separate different types of information, such as NPCs, encounters, and world lore. Each section can contain detailed notes, maps, and any handouts you plan to use during the session. This method allows for easy flipping between sections during gameplay. 

Index Cards: For quick reference during sessions, index cards are an excellent tool. Write down key details—such as NPC names, important locations, or encounter stats—on individual cards. These cards can be shuffled, reordered, and even laid out on the table as needed, giving you a flexible way to keep track of important information. 

Regardless of the method you choose, the goal is to create a system that allows you to quickly access the information you need during a session. By organizing your notes effectively, you reduce the time spent searching for details and can instead focus on delivering a seamless and engaging experience for your players.

Prioritizing Prep Tasks to Focus on What Really Matters 

As a Dungeon Master, it’s easy to get lost in the details when preparing for a session. With so many elements to consider—plot points, encounters, NPC interactions, and world-building—it’s crucial to prioritize your prep tasks to ensure that your time is spent on what will have the most significant impact on the game. By focusing on the essentials, you can reduce your prep time dramatically, allowing you to create a more engaging and dynamic session without feeling overwhelmed. 

The first step in prioritizing your prep is identifying the core elements that drive the session. These are the elements that must be prepared in detail because they are critical to the session’s success. Typically, this includes the main plot points, key encounters, and essential NPCs. These are the components that will guide the flow of the session and keep the players engaged. When you focus on these critical elements, you ensure that your session stays on track, even if the players take unexpected turns. 

Using a session template can be incredibly helpful in streamlining your prep process. A well-designed template provides a structured framework that prompts you to fill in only the most necessary information. For example, a session template might include sections for the session’s goals, key plot points, NPCs, encounters, and possible player actions. By focusing on these specific areas, you avoid spending time on unnecessary details and ensure that your prep is both efficient and effective. Many Dungeon Masters use digital tools like Notion or OneNote to create and customize their templates, ensuring consistency across all sessions. 

Another effective strategy is applying the 80/20 rule to your session prep. This principle suggests that you should focus 80% of your time on the 20% of the session that is most likely to happen. In practice, this means dedicating the majority of your prep time to the main plot and key encounters while leaving more flexible, less detailed notes for potential side quests or unexpected player actions. By doing so, you maximize the impact of your prep time, ensuring that the core elements of the session are well-prepared while still allowing room for improvisation. This has a tendency to result in a lot of improv if the party decides to go in a different direction, but that isn’t a problem if you’re prepared. See our video on how to improv as a DM

Modular preparation is another powerful technique for maximizing prep efficiency. This approach involves creating pre-made content that can be easily adapted to various scenarios. For instance, you might prepare a few generic NPCs, encounters, or locations that can be inserted into the session as needed. This way, if the players take an unexpected path, you can quickly pull from your prepared modules rather than scrambling to create something on the spot. Modular content is particularly useful for sandbox-style campaigns where player choice drives the direction of the story. 

Ultimately, the key to effective session prep is focusing on what really matters: the elements that will have the most significant impact on your players’ experience. By prioritizing your tasks, using templates, applying the 80/20 rule, and embracing modular preparation, you can reduce your prep time. With the right tools and strategies, you can ensure that your sessions are well-prepared, engaging, and adaptable to whatever your players throw your way.

Leveraging Dungeon Master Tools 

In the fast-paced world of Dungeon Mastering, having the right tools at your disposal can make a significant difference in how efficiently you can prepare for your sessions. Dungeon Master Tools is designed to streamline various aspects of the prep process, allowing you to reduce your preparation time from hours to minutes. By leveraging these tools, you can focus on crafting memorable experiences for your players without getting bogged down by the details. 

One of the most time-consuming aspects of session prep is designing encounters that are both balanced and engaging. This is where tools like DnD Beyond come into play. DnD Beyond’s Encounter Builder is an invaluable resource for quickly creating combat encounters that are tailored to your party’s level and abilities. The tool automatically calculates the difficulty of the encounter based on the monsters you choose, helping you ensure that the challenge is appropriate for your players. Additionally, DnD Beyond allows you to manage character sheets, access a vast library of rules and sourcebooks, and keep track of your players’ progress. This level of integration means you can easily adjust encounters on the fly during the session, making it a versatile tool for both prep and gameplay. 

The Encounter builder here, in Dungeon Master Tools is similar, but where DnD Beyond requires you to know roughly what monsters and how many are appropriate for a balanced encounter, ours only requires you to know the level of the party, the number of party members, the number of monsters you’d like to encounter and how difficult you want the encounter to be. The Encounter Builder does the rest. No guessing about if a particular monster, or how many, will turn a hard encounter into a deadly one. 

Virtual tabletops like Roll20 are another essential tool for Dungeon Masters, especially for those running online games. Roll20 allows you to prepare maps, place tokens, and set up encounters ahead of time, so when the session starts, you’re ready to dive right into the action. The platform’s drag-and-drop interface makes it easy to create dynamic battlefields, complete with fog of war, dynamic lighting, and interactive elements. What’s more, Roll20 integrates seamlessly with other tools, such as DnD Beyond, allowing you to import character sheets, spells, and monsters directly into your game. This level of preparation not only saves time during your prep but also ensures that your sessions run smoothly, keeping your players immersed in the story. Roll20 is a subscription service. 

Foundry Virtual Tabletop (VTT) is a highly customizable and powerful platform for running online tabletop role-playing games. It offers an extensive range of features, including dynamic lighting, advanced map tools, automated dice rolling, and comprehensive character sheet management. Foundry VTT stands out for its flexibility, allowing Dungeon Masters to tailor almost every aspect of the virtual tabletop to fit their specific needs. 

With a robust community of developers, Foundry supports a wide array of modules and plugins, enabling you to expand its functionality far beyond the basics. Some, like Baileywiki, design assets and complete battle maps for use in Foundry. This allows you to quickly create impressive arenas for your players to visit and battle in. Whether you’re designing intricate battle maps or managing complex encounters, Foundry VTT provides the tools you need to create an immersive and streamlined gaming experience, making it an excellent choice for DMs who want full control over their virtual tabletop environment. Foundry is a one-time purchase that allows you to host your own VTT. 

For Dungeon Masters who need a quick and easy way to generate balanced encounters, Kobold Fight Club is a must-have tool. This web-based application allows you to input your party’s level and size, and it will generate a list of appropriate monsters and challenges. Kobold Fight Club also takes into account the experience points and difficulty level, so you can fine-tune the encounter to match your players’ capabilities. Whether you need a quick encounter to fill a gap or want to ensure that a boss fight is perfectly balanced, Kobold Fight Club helps you create encounters efficiently, without the need to manually sift through monster manuals. 

Finally, for those who prefer a high level of customization and detail, Fantasy Grounds offers a robust suite of tools for session prep. Fantasy Grounds is a virtual tabletop that provides advanced features for encounter design, map creation, and automated dice rolling. Its comprehensive rule integration allows you to build encounters that adhere strictly to the game’s mechanics, reducing the time spent on manual calculations. Additionally, Fantasy Grounds supports a wide range of RPG systems, making it a versatile choice for Dungeon Masters who run multiple campaigns or switch between different game systems. 

By incorporating these Dungeon Master tools into your prep process, you can significantly reduce the time and effort required to get ready for each session. These tools are designed to simplify complex tasks, allowing you to focus on what truly matters—creating a compelling and enjoyable experience for your players. With the ability to point, click, and drag your way through prep, you can spend less time on logistics and more time on storytelling, ensuring that every session is a success.

Tips for Ongoing Efficiency 

Efficiency in session preparation is not just about how you prepare for a single session, but about maintaining a streamlined process over the course of your entire campaign. By adopting a few key habits and strategies, you can ensure that your prep remains quick and effective, allowing you to focus more on the creative aspects of Dungeon Mastering and less on administrative tasks. 

One of the most important habits to develop is regularly updating your notes. After each session, take a few minutes to review what happened, make any necessary adjustments to your campaign notes, and prepare for the next session. This practice keeps your information up to date and ensures that you’re always ready to jump back into the story without having to sift through outdated or incomplete notes. Tools like Notion, Obsidian, or even a well-organized physical binder can help you maintain this consistency by providing a centralized place for all your campaign information. 

Seeking feedback from your players is another crucial step in maintaining efficiency. Regularly check in with your group to see what they’re enjoying, what they find challenging, and what they’d like to see more of in future sessions. This feedback allows you to tailor your preparation to better suit their interests and needs, ensuring that you’re spending your time on elements that will enhance their experience. Additionally, Dungeon Master Tools, DnD Beyond, Roll20 and other online Dungeon Master utilities can help you track player progress and gather data on how your sessions are going, offering insights into what’s working well and where you might need to adjust your approach. 

Time management is also key to ongoing efficiency. Set aside specific times for your session prep and break down your tasks into manageable chunks. For example, dedicate one day to updating character notes, another to designing encounters, and a third to refining the plot. By spreading out your prep tasks over several days, you avoid the stress of last-minute preparations and ensure that each aspect of your session is well thought out. 

Or, you could simply use Dungeon Master Tools to help you fill in all the details of your session at the click of a few buttons. Each and every roll table from the Dungeon Master’s Guide has been meticulously automated. No more flipping through the DM’s Guide, looking for that table you know you saw. Simply click on the button in the basic area you need to work on, then click the roll table button, then copy/paste into your notes. Change hours (or days) of prep time into minutes. 

Finally, don’t be afraid to leverage modular content in your ongoing prep. As you build your campaign, create a library of reusable elements—NPCs, encounters, locations, and plot hooks—that you can easily drop into any session. This not only saves time but also ensures consistency throughout your campaign. For example, if your players revisit a town they’ve been to before, having pre-prepared content allows you to seamlessly reintegrate that location into the story without needing to recreate it from scratch. 

By incorporating these habits and strategies into your regular prep routine, you can maintain a high level of efficiency throughout your campaign. Regularly updating notes, seeking player feedback, managing your time effectively, and leveraging modular content are all practices that help you stay on top of your game as a Dungeon Master. The result is less time spent on logistics and more time dedicated to crafting the kind of memorable adventures that keep your players coming back for more.

Streamlining Your Journey as a Dungeon Master 

Mastering the art of efficient session preparation is a crucial step in becoming a more effective and relaxed Dungeon Master. By organizing your session notes, prioritizing tasks, and leveraging the power of Dungeon Master tools, you can significantly reduce the time and effort it takes to prepare for your games. This allows you to focus on what truly matters: crafting memorable adventures and creating engaging experiences for your players. 

Throughout this guide, we’ve explored how to streamline your prep process—from using digital tools like OneNote and Notion to organize your campaign, to prioritizing the most impactful elements of your sessions, and even tapping into advanced platforms like Foundry VTT and Roll20 for a more immersive experience. By implementing these strategies, you can transform your preparation from a time-consuming chore into a quick and efficient routine. 

As you continue your journey as a Dungeon Master, remember that efficiency doesn’t mean cutting corners; it means making the most of your time and resources. The more streamlined your prep process, the more flexible and responsive you can be during your sessions, ultimately leading to a more enjoyable game for both you and your players. 

We’d love to hear your thoughts and experiences on improving session prep efficiency. Do you have any favorite tools or techniques that have helped you save time? Share them in the comments below, and let’s continue to learn from each other as we refine our craft as Dungeon Masters.