I have been DM'ing for almost three years now, playing the same campaign in Storm King's Thunder with my Friday night group. Through all of that period I have gone back and forth on trying to keep myself organized as the DM. I have admittedly struggled to keep a good track of my notes through the campaign and in general.
I have wanted to approach D&D in as analog a way as possible. I spend so much time online and on the computer as it is, bringing that to the gaming table seems counter productive. That being said, there is an endless amount of functionality that a laptop or note taking software brings to the table, that it would be foolish to try to manage all of it in paper alone. I have finally over the past year or so begun to develop a system that works for me on keeping track of my notes, etc.
Tracking the Game
My first stop here is the use of a Tūl paper notebook. As I noted above I want to be as independent from the computer as possible at the gaming table and my quick reference notes during a gaming session are all being placed right into this paper notebook. I fund this Tūl system to be fascinating because of the ring bound sheets which allow you to remove pages and re-arrange them in any order. I have used spiral bound notebooks in the past and they have worked fine, but I have run into two primary limitations with them. 1) What to do when you have narrative or note changes that required you to re-arrange pages and 2) what do you do with the notebook if it is only partially filled and you are done with what you need with it?
The Tūl notebook solved both of those problems for me and I picked up the smaller format size which works well for sitting at my side on the gaming table. The page size is exactly one half of a standard 11x8.5" page, so creating a few templates in Apple Pages is pretty easy and straight forward.
Right now I have it divided into three basic sections. Story Summary, Current Adventure Notes, NPC's
I think I want to add some supplementary reference material to it as well, including some quick random tables along with a master index sheet for referencing back to the various books.
Apple Notes, and Evernote before that, are the cornerstone of where I keep track of all of my documents. In Notes, I have sub folders where I keep the text I write out along with .PDFs, images, and ideas for the campaign I am running. Up until recently, I was keeping a running campaign summary and NPC list in Notes, having that pinned to the top of my notes list. This worked well, but wasn't the best for quick reference during the middle of an active gaming session.
I have moved more to a method of using Notes to capture my pre-session planning and ideas. What I have begun to do now is create a new note for each location or story plot and incorporate the relevant NPC's, and information needed for that section into that session.
I am also using Apple notes to capture various D100 tables that I find online for adventure planning.
Mind mapping is one of those things that I can recognize the utility, but I haven't really taken full advantage of. I experimented with it a little bit for my current campaign, but I think it hasn't been successful because I didn't start using it from the beginning. The result is I haven't had a good amount of connecting ideas to develop with the narrative. You can see my poor mapping laid out below when I tried to pickup with our party in Gauntlgrym.
When I begin a new home-brew campaign, I anticipate this will become critical for mapping out the overall story arc though
Omnioutliner is a great outlining and note taking app. I anticipate this will also become a core component for my future home-brew campaign as I chart out future NPCs, characters, etc. You can see below my failed attempt at trying to keep track of items in it for the SKT campaign.