How do you keep track of world, story arcs, locations and characters?

msstice

200 words a day = 1 novel/year
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My current method is

0. Use the snowflake method to sketch out the story to the length of a few paragraphs
1. For the world building I have an alphabetically arranged list of concepts
2. For story arcs, I have no good solution, I have a folder full of notes, and I'm afraid once again the folder has won and I have lost. I no longer can keep track of the ideas.
3. Locations. I have some of them in the concepts, but I think I should take them out and have an alphabetically, or geographically arranged, file with the locations
4. Characters. I have a list, not very nicely arranged, with names and descriptions

The problem is there is a lot of overlap (characters and locations) and so on, and I will change my mind sometimes, so its a big mess. On some level I want my analytical mind to let go and tell myself the mess is part of the creative process, but I feel I need to reduce the chaos, but I want to write, not do bookkeeping - I have a day job for that.

So, friends, how do YOU organize your novels?
 
For the most part, I just write the story as it plays out, with a few basics like the names of characters, brief descriptions, a few dates and places listed on a separate word document...then it starts getting complex since I must learn so much. I have languages I'm developing, an entirely new government...The list goes on and on and on.

So, you ask how I organize, well, I do exactly that, but...I organize from the very start.

I have favorites folders for all the websites I visit, broken down by each area of study, and again by subtopics. Each book I use has numerous numbered place holders and an index of notes and where to find it. I have countless HDD folders for all the PDFs, images I generate, old versions, countless subdivided parts. I generate a timeline and character list I continually build on. I have pages just on government notes, characters, equipment, glossaries...So a lot of stuff. But, it's all in it's own folder with a document of the latest notes and refinements. As I make those changes and additions/subtractions, I color code them to ensure they're done.

AS I write, each of those areas will grow and I'll organize them further...and figure 99% of what I read and learn will never be used in the novel (take climate), but I have to learn it to write those five lines and have them be correct. So I let it build from the beginning. Once done, on re-reads I revisit those saved areas, go find more, make more notes to refine each point and get it right...but I save those notes on a growing list per-topic, again marking them as to-do, done, discarded.

I'll stop there. The point being, I organize it from the beginning and add to it time and again refining my novel specific notes (in each area of study).

Past that, as I re-read, I'll recheck each fact. Often, I'll change the text color of a passage in the MS, usually adding a brief note "change x," and keep re-reading. Then I go back and fix those parts. Re-read again, rinse and repeat over and over.

Point being, dependent upon what you're writing, it can become way too much to go back through if you don't organize from the start.

If that's the case, I would do this:

1. Re-read your MS from the beginning (don't skip around), and build those notes on separate documents per topic...E.g. character list/descriptions/relations, weather, towns, etc.. Each specific area gets it's own document. World building, society building, characters, etc.. Just keep reading and making notes, don't alter things yet.
2. When done reading, tweak your notes and refine each aspect to how you want.
3. Then, re-read the entire MS again from the beginning, checking your notes and making adjustments to the MS and your notes.

It may take a few times of that, but eventually, you'll get it sorted out.

K2
 
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I wrote my YA SF novel as a stand-alone, so I didn't worry about planning all the world building elements, interplanetary characters and relationships, myths and legends, and wrote off the cuff, inventing and introducing everything as required.

Of course, now I've decided there are another two books in the story and I have zero notes. Fortunately, I'm working on something else first while trying to convince my wife to compile a guide to the universe of the first book. Unsuccessfully, so far...
 
There are numerous software programs for writers that are supposed to help organise, the most famous is probably Scrivener, which I have only recently managed to get hold of a copy. There is also yWriter, which is free and gets a lot of good reviews.

Personally, for organising ideas, I've been using a desktop wiki, Zim, which is great for quickly adding new pages for people, places, and possessions and linking them together with tags and/or hyperlinks
 
Badly.

I've been trying to improve this though, and am currently trying to be over the top methodical on a project. Here's how that goes on a current project:

The Story Itself - I did something similar to the Snowflake method, but went pretty much from a sentence to nine bullet points - opening image, first quarter, quarter way image, second quarter, halfway image, third quarter, penultimate image, final quarter, final image. The idea there is that the big transitional dramatic scenes are as important as what goes in between at this stage, so working out the big dramatic moments would let me fill in the gaps better. I filled out the gaps by adding the beats as single sentences with an S for Scene and Q for Sequel (I use Jim Butcher's model there).

That was starting to get unwieldy, so I transferred to a spreadsheet, which I think also helps for story arcs, because my table headers are:

BeatTypeSummaryPlotSubplot 1Subplot 2

Beat is obvious, Type is Scene of Sequel, Summary is what happens, and then the last three is what advances/what is shown about them in that particular Beat. I can't go into much detail into what happens, but I can keep an easily digestible sequence of events there.

In the long run, the idea is each Beat would cross-reference to a fuller summary of what's going on in the Scene.

Characters - I've got a dramatis personae list, just names and a short simple description i.e.

King Whitebeard - A former top dog who’s become faded in his glory; having his throne usurped wakes his pride and conscience back up
Solemn - A high-flying guard with a chip on his shoulder, his outsider status means he has to pick honour over ambition
Nicegirl - Convent girl turned street doctor, a royal ******* who believes in duty to the people over all

But for the detail though, I've maybe gone a little over the top and started making templates to fill out with what I think are the important things i.e.

CHARACTER PROFILE
ITEMVALUEREASON
NAMEKing Whitebeard
TYPETired King of Faded GloriesNeeds to be both a man who could lose a throne, and a man who might deserve to get it back
TRAITSExperienced, Passionate, Short-Term, Principled, PrivilegedHis arc requires him to veer between emotions and face mistakes; his experience and principles needed for reader respect; experience makes him a good expositer
WANTS MOSTTake back my throne and respectRespect and legacy are his real keys
FEARS MOSTLosing his legacy
THINGMost respected servant of my peopleWhitebeard genuinely sees himself as a servant of the people but his ego twists his vision around at times
ARCStop being blind to state of the people, stop doubting himself and become a great king again
DYNAMICS
LOOKBig-shouldered Ian McKellenPlaying on King Leir.
BIOInherited Lachia early when grandfather died in battle. Great warrior-king who struggled with expediencies of rule, and lost vitality after major wound in Dudhia revoltStandard history. Dudhia revolt gives him a tie with Conn.

I do plan to write full bios and everything, but I wanted a quick and easy way of seeing the heart and soul of the character and why he is that way for the story for reference - and also a quick and easy list of the things that make the heart and soul


I haven't got that methodical about Location and World Building yet - I just write messes of World Building notes, and have Location as a thing in another template - but I do plan to get around to that at some point.


Is this a lot of book keeping? Yes. Am I planning to do this all the time? Probably not. But I want to see how far I can get using it - and I want to have the tools there so when something dissolves into a mess, I can put it all in spreadsheets and templates and work out what the vital things in the mess are.
 
Just Word documents, really. Each of the long fantasy novels got a document of its own, largely listing people by group and/or location, and a few other bits and bobs (largely heraldry and uniforms). They were quite like the dramatis personae lists in the back of Tad Williams' Memory, Sorrow and Thorn novels. A typical entry would look like this:

Justus the Seventh (formerly Ludovico Sciata): current Pontifex, cousin of Queen Juliette of Bergania

Certain parts of the story, including the whole fourth book, had to be plotted out quite carefully, but by and large I knew where it was going. I seem to be able to hold quite a lot of it in my head.
 
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A whole lot of notepad files. When I first start working on a project, I'll have a single text file with rambling paragraphs on setting, backstory, and plot, as well as some rough biographical notes on the main characters. If I actually make progress with the story, I'll write out an expected (though almost certainly fluid and changeable) chapter and scene outline. If during the writing I hit a location or event or character I haven't fully thought through yet, I'm likely to stop and put together a separate document with fuller thoughts on each thing I want to visit in the story.

A lot of words go into these sketches and outlines, but they're not very organized. The files will have long lists of possible place/character names, frequent breaks where I interrupt with "no no no scratch that last paragraph. a much better idea is...", links to various relevant and useful web resources, short phrases to google, book titles for possible research, etc. If I'm feeling particularly industrious, I might try my hand at drawing up some maps.
 
There are two sorts of answers here: one is the methodology, the other speaks to the tools. I use Scrivener for the latter, but I'm not sure it much matters. The former is more important. Method matters most.

>The problem is there is a lot of overlap (characters and locations) and so on, and I will change my mind sometimes, so its a big mess.
I think this lies at the heart of the question. If I'm off base, please make a throw to first and I'll try to get back in time.

Regardless of the tools, my brain churns out a firehose of ideas. Alas, it's like a firehose no one is tending, so it sprays everywhere and might injure the unwary. Also alas, I can't carry that metaphor forward so I'll just leave it there.

The result is that I have a pile of ideas where once I had what I believed was an idea for a story. Worse, as I work, I'm forever re-working ideas, so the same basic idea--setting, character, theme, whatever--has multiple iterations. I don't necessarily have a great solution for this, but I do have an approach I'm currently using (this will be my fifth novel).

Three tiers.

From the very start, from the day I decide I'm going to write *that* story from the churn of other story ideas, all elements go into the top tier. I have sections for Plot, Setting, Character, Theme, and Structure. Because I write historical fantasy, I also have a research section. There are three tiers in each section (except for Research).

As I said, everything is Tier 1 at the start. But then the churn starts. If it's an existing idea--and by "idea" here I mean also vignettes and snippets of actual writing, which is often how I'll explore an idea--er, where was I? Oh yeah, here.

If it's an existing idea that is getting modified, then the original gets pushed down to Tier 2 and the new idea goes in first. Not infrequently, I'll have more than one idea about a character or a scene or a setting. In such a case, each goes into Tier 1, separated as A, B, C. The labeling helps me recognize quickly where each lies in the Idea Pile.

Needless to say, Tier Two gets pretty huge.

Over time, especially once Actual Writing starts, some ideas in Tier Two appear unworkable or no longer relevant. When I realize something in Tier Two really isn't in the running any more, it goes down to Tier Three. I keep thinking maybe some day there'll be something down there in Three that turns out to be something Really Wonderful, but that hasn't happened yet. Tier Three is really just me being reluctant to dump it in the waste bin.

All this because what I found about myself is if I left all those ideas undifferentiated, they all appeared equally important. So I had to sift through them. Every time. The further I got in the story, the slower I went, until I was getting close to the end and could see my way forward without having to wade through the old stuff.

In theory, when I'm writing, I look only at Tier One. When I'm planning or revising or just Thinking About Stuff, I can browse through Tier Two or even wander the depths of Three. So it's really four levels. The actual manuscript-in-progress sets above, or at least separate, from Tier One.

Structure, btw, is essentially just a scene list. Outline. Plot arc. Whatever it's called, I've found it necessary to keep track of this as well.
 
Ok I'll ramble a contribution :giggle:
I pants it. Story arc's seem to evolve organically in a perfectly satisfactory manner and the perils of the 'long slog middle' never seem to arise .
1. I always reread the previous chapter before I continue. It's what I call 'sliproading' getting up to the right speed to join seamlessly.
2. I do keep notes on characters characteristics though. Things like vegetarianism, whether they can't drive or swim,et'c to avoid errors.
3. I kind of live, immersed, in the world I am writing so the model is a well defined image already without the need for world building. I think "world building' is a fantasy thing more than a sci-fi one. We SF'ers live in realms of reality and there is only one of those, with robust physics, and no magic (FTL excepted :whistle: )
4. I am completely linear. I never write anything ahead of where I am. Writing ahead is a bad strategy because you have to progress the plot and steer it toward the later part you have already written so what is in between becomes compromised as "linking work". Readers will sense it.

Not sure whether ultimately discerning readers will be able to read a book and think "That one was Scrivenered." or "I could feel the 'world building' mapping going on like a cookie cutter."?
 
I have a bad organization problem. Fortunately, I'm starting to realize I almost never actually look back at my notes. They're just there for me to write down my ideas as I figure them out--and after that, to keep me from worrying that I've forgotten something good (which is the real killer of creativity for me, since I know I'll never get it back and it's depressing trying to remember).

At this point I have years of notes piled up, and unless I've actually forgotten something badly enough that I have to try and remember it from the notes alone, I rarely ever do go plowing through all my different character/worldbuilding/plot ramblings files. That's also depressing to do, because even the notes aren't always enough to make me remember. I'm not talking about details; I'm actually pretty good about remembering details of who did what, when, and that sort of thing. My trouble is more often with remembering the feel of the idea--the direction it was meant to go, my state of mind when I actually came up with it, and it's especially difficult with character personalities because so much of it depends on context. Everything needs context, and for me, notes alone are never good enough to communicate the entire idea I had in my head when I thought of it.

In the end, I've found the only permanent way of keeping ideas organized perfectly is to write them into the story where they're supposed to go. There's definitely something to be said for discovery writing in that regard!
 
Hi, @msstice! Let's see if any of this helps:
I am a mix of an oil and watercolor painter. Oil in the sense that I know what is going to happen in the story (the outline), just as I know what the central characters are, the antagonists, the environment and all the rest of the elements.
Well, normally.
But I am also a watercolor painter in the sense that I leave complete freedom for the development of events, mainly arcs. More or less, I know what is going to happen; what I always ignore is the how.
BTW, I don't use creative compilation programs.

I am fully aware of the problem you mention. Your eyes are on the screen, you are writing a scene, what is happening with the characters, that is, you know what it is about; but at the same time you are thinking about how you write that scene, and that in terms of two aspects, the grammatical form and the effect. And the effect is many things, the best is when your muse gives you the complete sentence, tidy, even with a pun, a synaleph or an ingenious repetition, an alliteration, or the beginning of an ellipsis that you will close in two paragraphs further.
But what if not? I have friends who tell me that they even get stuck at the end of the paragraph, they hate leaving widows, they feel like they could add one more word. And they die if the last sentence of the paragraph at the end of one page is left hanging at the beginning of the other. Atrocious.
This whole process is already mostly rational or analytical enough to also hope that your muse will be inspired. And in the end you also end up involving her in the process. Instead of thinking or creating, it begins to peek over your shoulder and points to the screen: "Hey, there was a comma missing," she says.
That is, neither of you is creating. You become a simple typewriter and your muse in the spell checker.

Now, how do I make the partridge dizzy to the rational hemisphere, that analytical grouch, how do I deceive or rather distract him?
Because all these aspects I entrust it completely at chance.
So I always have a coin on hand. And a images folder.
My characters are photos. That allows me to generate a whole matrix of relations and functions. For example, just looking at the location of that photo that is my character allows me to see what it is surrounded by. Then I can compare that to the page where I have the outline, although most of the time I know what the scene or chapter is about.
But when I go back to looking at my folder of images, I will always find unforeseen situations; sometimes, depending on the color or number that I am using to establish character categories, those around the MC may not be friends, or they are not people who understand it, that is, they are a hindrance, waste of time; even an unexpected problem. Arcs appear, plot twists that I did not even suspect.
Random.

On the other hand, this also helps me in the descriptions. I don't need to imagine what the characters are like; I am seeing them. But I can't help wondering who they are, that is, what do they want, I can't resist the temptation to say something about their history, how they got involved in that mess.
And also on the other hand, speaking of superposition of characters and in addition to many characters, the way they are positioned in the folder helps me to know which of them will appear in a certain scene. It is a characteristic defect of my writing, of course, because I defend the principle that the MC should never do everything alone. But neither is the villain. So it happens a lot that the protagonism of the scenes is taken by secondary and even third-order characters. But I tend to respect each character; I don't shoot him without at least giving him a few lines to say.

Now, alternating attention between the page that I am writing and the images from where I am extracting most of the ideas generates a kind of ping-pong. It serves on the one hand to feed the muse (especially when something is not clear to me, a question, and the muse works better if she has a goal to solve) and on the other to train lateral thinking.
Then, while the process is still analytical in nature, at least for me it allows to generate lapses of rest in which the muse can really create. Or I go for a walk, do something else, the old tricks.

However, for me, going out for a walk allows me rather to reflect on the usefulness of the things that have appeared. This is already an absolutely analytical process, as my muse takes a nap at that moment. It is then that I evaluate the arcs and their relationship to the premises and the central idea of the story.
And yes, sometimes I stop walking: I understand that certain arc or a plot twist is definitely not useful or developing it will make it necessary to expand too many elements.

This has made me learn that I must be willing to eliminate things. Also, there is always the possibility that they can be used in other stories. For example, the plot of a short story that I hadn't published later helped me finish a novel that I was stuck on for weeks.
In this part of the process I also begin to, using a mathematical term, to factor. That is to say, I evaluate which characters can take on the actions that others had done with the purpose of strengthening them and that the story concentrates on a smaller number of characters.

And what is the coin for, you ask?
To buy me a chocolate, obviously, dear. Not; I actually use it to decide for me sometimes. Because in my stories not even the MC is free from chance.
But curiously, he is usually lucky, look what things. :giggle:
 
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>Fortunately, I'm starting to realize I almost never actually look back at my notes.

This resonates with me. I've long contended I'm an outliner, based on the fact that I do write outlines. But I also write note and fragments and vignettes and backgrounders. Like @Margaret Note Spelling, I rarely consult these. I recently started to realize.

I'm an exploratory outliner. All that work is how I invent the story within myself, probably because I am unable to invent it all whole cloth in my head (I do not recommend stuffing cloth into your head). I write stuff down in order to look at it. I externalize in order to internalize.

Also, @Margaret Note Spelling, the phenomenon about not looking at one's notes is well-known and established. I taught college for 35 years and always encouraged my students not to record lectures and not to underline or highlight readings, but to take notes and to take notes in the form of complete sentences. The physical act of writing helps cement the knowledge, and writing in complete sentences helps make that knowledge complete rather than fragmentary. You don't have to look at the notes. They're right inside you! <g>
 
No method, just ongoing madness and making things up as I go along, and keeping it all in my head. I sometimes write notes in random text documents, but then I usually lose those.
Sometimes this causes problems such a character accidentally changing gender, which is confusing in a book where one character does it deliberately, but that's what second drafts are for.
 
I tried just about every method of controlling characters, places, objects, etc, but none of them worked effectively. Keeping lists of items (an item being a character or whatever) didn't work so well because I needed a way of grouping them, and also quickly updating all references when/if I changed the name. Eventually I gave in and admitted that what I needed was a database, so I wrote my own. For the anoraks, I wrote it in perl, using text files with unique ID numbers for filenames. This allows me to create a project (IE a book) and populate it with items (chrs, objects, places, events, organisations) which can be grouped together. I added a few buttons so i could make notes on plot and other things. As it's all text files, the diskspace used is minimal, and the all-important backup is done by uploading the entire folder to the Google cloud. Must admit, it was fun doing it as well. I've spent a good many years writing perl scripts for work so it was nice to develop something just for me.
 

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