10 Time-Saving Tools for Dungeon Masters

Written by Luke Hart

Today, we’re diving into tools that can help you, as a dungeon master, streamline your game prep, keep your campaign organized, and ultimately save time. Investing some effort upfront in organizing your materials will pay off as you run smoother, more immersive games with less stress. Let’s explore both digital and physical tools that can transform the way you manage your D&D games.

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Digital Tools

1. OneNote (or Evernote)

OneNote is an incredibly versatile tool that lets you organize your game materials by notebooks, tabs, and pages, all of which sync across devices so your notes are always accessible. Here’s how I use it for different aspects of my D&D games:

• House Rules: I keep all of my house rules organized in one section, so I can reference them easily during sessions.
• Campaign Settings: For ongoing campaigns, I create tabs for each setting, like Waterdeep, Amn, or Feywild, with specific pages for lore, locations, and NPCs. For example, in my Dark Shards campaign setting, I have separate pages for each region’s factions, lore, and notable places.
• Individual Campaigns: I organize my campaigns by tabs within a campaign notebook—Ancient Dragon, Curse of Strahd, and others each have their own tabs. Under each tab, I break down information such as session notes, adventure outlines, and major NPCs.

2. Word (or Google Drive)

While OneNote is great for organizing everything in one place, I use Word documents for specific purposes, such as writing out full adventures and creating player handouts. I store these files on Dropbox for easy access across devices, but Google Drive also offers native syncing for the same purpose.

• Adventure Creation: I draft entire adventures in Word, from plot hooks to encounters, so I can print or reference them during sessions.
• Player Handouts: Handouts created in Word are easy to format and print, providing players with information, maps, or notes to enhance immersion.

3. Other Online Tools

There are several online tools that other DMs swear by:

• Obsidian Portal and World Anvil: Ideal for creating an online campaign world with interactive maps, timelines, and character databases.
• Fantasia Archive: Another tool for organizing campaigns.
• Private Discord Server: Some DMs use a private Discord server to store session notes, keep track of character sheets, and communicate with players between sessions.

Physical Tools

1. Folders

Folders are a classic, simple way to keep essential papers organized. I store items like character sheets, adventure printouts, player handouts, and index cards in folders, each organized by type or campaign. Folders provide a quick and easy way to stay organized without relying on digital devices.

2. Notebooks

Notebooks are perfect for jotting down notes during a game session:

• What to Record: I use my notebook to track details like the date and time in the game world, death saving throws, NPC names I create on the fly, and any other quick notes that I may want to expand on later.

Using a physical notebook during a game session keeps me focused on running the game, and I can transfer these notes to OneNote or another digital tool after the game.

3. Binders

In the past, I relied heavily on binders to store campaign notes, session outlines, and NPC profiles. I’d keep everything organized in one place, separated by tabs. Although I’ve since transitioned to digital tools like OneNote, binders are still a fantastic option if you prefer physical organization.

4. 4x6 Index Cards

Index cards are my go-to for quick reference material that doesn’t need a full page:

• NPC Information: A card for each NPC with name, race, and personality notes.
• Player Character Info: Cards for each PC with details like armor class, passive perception, and languages spoken.

Some DMs even use index cards to sketch out adventure notes or encounter details, though I prefer to do that in more detail.

5. Post-It Notes

I use Post-Its to jot down quick reminders or notes that I can easily transfer to a more permanent medium later. They’re especially useful for tracking temporary game information or making quick reminders to myself during sessions.

6. Whiteboards

Whiteboards are fantastic for tracking transient information that changes throughout a session:

• Initiative: I use a whiteboard with magnets labeled for each character’s name to keep initiative visible.
• Game Info: My blank whiteboard helps me track in-game dates, spell durations, and other short-term information.

Whiteboards keep the game flowing smoothly by allowing me to update and erase information easily.

7. Magic Item Sheets

For each magic item in the game, I create a small handout detailing its abilities. These sheets serve multiple purposes:

• Player Reference: Players know exactly what their magic items do without needing to look it up.
• Tracking: Magic item sheets help players remember they have these items and make it easy for me to keep track of who has what, ensuring I distribute items evenly among the party.

These handouts keep both players and the DM on the same page, improving immersion and game flow.

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