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The "How Do I Organise My Worldbuilding" Masterpost

Feeling overwhelmed by all the fucking worldbuilding shit you've thought of? Do you maybe feel like asking HOW TO ORGANISE YOUR WORLDBUILDING even though it's been asked a million times? No??? Well, read this first anyway. I had a lot of free time one sweaty night, read those million threads and compiled everything I found noteworthy into this huge ass masterpost, as an idea of what you would find if you searched for 'organise/organize'.
Disclaimers: These are not necessarily my recommendations. I have not tried most of them myself. You will almost definitely still reorganise your material multiple times. I'm lazy af so I didn't really look past the first or second page of results. This post is not telling you what to do or buy, it's telling you what other people have done so nobody has to answer this stupid god damn question again because the one and only acceptable answer is:

Do whatever suits YOU.

Anybody forcing a one-size-fits-all rule is admirably enthusiastic but not necessarily right. You might focus on culture or on races or on history or on plot. Your genre might require extra attention to technology or research. You might cobble and scrape all sorts of ideas together or you might be a walking, talking, wiki on your world, formation to apocalypse. While reading through this post, think of your worldbuilding style. Focus on your context, what's applicable to your worldbuilding needs specifically:
  • When you set out to worldbuild, what seems like the most natural starting point?
  • What are your favourite and least favourite aspects of worldbuilding?
  • What are you primarily interested in, in your world? What are your world's key traits?
  • What is your most natural way to describe and explain the world and these traits?
  • How different is your world compared to our real world? How much would you have to explain to a random passerby?
  • Is it focused on an in-universe perspective or an omniscient one?
  • What form does your inspiration usually take?
  • What kind of media are you creating (novels, short stories, RPG campaigns or sourcebooks, art, etc)?
  • Do you work better mentally? digitally or... analogue? I'm not sure what the opposite is.
Got a rough idea of what you're looking for? No? Well, that's okay too.
A word of warning from those who have suffered great loss: BACK YOUR SHIT UP before, during, after, regardless of organising!!! You should always have a safe original copy to revert to if it all goes pear-shaped. If you're working digitally, leaving Dropbox/Google Drive on in the background will overwrite files with new changes! Both have some basic form of versioning but you should still separate your old work from your new clean copy while you're copying content between them for your own peace of mind. You could also keep a changelog to track worldbuilding and structural changes for easy backtracking. Whatever you want and feel is necessary, just do it. Prevention or regret is the rule!!

Note Structure

This is the main issue, because no app is going to do this for you. In fact, if we ever get to a point where AI can organise worldbuilding projects, we're probably in trouble. Here are some of /worldbuilding's thoughts and methods and techniques. You can mix them, match them, marry them? I'm not judging, or even skip to the apps section below if you feel like your life doesn't need to have any semblance of order and meaning (I'm just saying).

Anal Retentive Methods

For those of us with more time, energy and overall brain power. You guys are like Stephen Hawking - I admire you, I feel a bit sorry for you, and I will never be on the same level as you.

Organic, GMO-free Methods

For the rest of us. Although here are some general tips that can be applied to anything:
  • number9Robotic's two tips: reorganise manually by rereading and rewriting; organise based on patterns, world context, significance to the world.
  • mrdaneeyul emphasises developing whatever the hell you can think of and merging related details into a longer, definitive document only when there's enough to warrant a long, definitive document.
  • One or more big-ass documents and files: okay, okay, we've all done this before and many of us will no doubt continue in this savagery, some have even embraced it and thrived. You can use symbols to tag different sections or paragraphs, like #Magic#, [26 BBY], $Economy, if your program of choice has a search feature but not a tagging feature. See:
  • In-universe lore: e.g historians, myths, religious texts, legends, diaries/journals, scientific articles, newspapers, brochures, atlases, propaganda, letters, textbooks, dictionaries, even tax forms (keep up the good bureaucracy, Omuck3 !) once. This lets you showcase your world from in-universe perspectives (of which there may be many!) and it can really make it feel more real. There are examples on this subreddit's front page everyday.
  • Plot/story/campaign-based, etc: like chapter-by-chapter or session-by-session, possibly alongside notes relating to the overall world and long-term timelines but maybe you don't really need anything outside of what's directly relevant to your story. It's a good distraction though.
    • Tirathian split their time into three processes to stay focused on their story.
    • Deightine ran a Google Drive folder for their RPG campaign with private, restricted access for players to character sheets and brainstorming documents. This would probably work well for collaborations
    • semi-related, see a [thread] suggesting worldbuilding-themed RPGs were also suggested.
    • see specialist apps section below.
  • Sourcebooks and gazettes: A mash-up of narrative, wiki-style and templates. A sourcebook explains the lore and mechanics/game rules of a world or setting, usually for use in an RPG campaign by a GM and/or their players. A gazette is like a travel guide to your world and could probably count as in-universe lore.

Apps

I tried to be objective and fair in describing each app and their most relevant features but I already knew quite a lot about select apps while others were harder to research without using them myself. Best thing for it is to research, take them for a test-drive where possible, figure out how they work before committing. You can google for articles and posts about how other people use them, sites that compare different programs and their features, reviews and complaints for paid products.
Reminder once more, to stay on top of back-ups, make sure your anti-virus is running and checks files before you install anything locally. Ideally, try one program at a time but if you're planning to be an idiot, create a restore point if your OS allows, before you install a whole bunch of different programs.

Big 4

Some of you swear by these.
  • Evernote - freemium, browser-based, Windows, macOS, mobile, designed for inserting almost any kind of content into notebooks as taggable notes.
  • OneNote - free, browser-based, Windows, macOS, Android, iOS, designed as a digital notebook; see this post by Libertyhawk3 and this comment by pandesmos.
  • Google Docs + Drive - free up to 15gb, browser-based, Android, iOS, designed to be accessible and editable anywhere on any device, by any one you choose; see this guide to Google Docs features for writers.
  • Scrivener - paid with 30-day trial, macOS, iOS, Windows, designed for writing, managing and researching big written projects with lots of sub-documents and files. Features include a corkboard view, versioning/rollback, notes, side-by-side view of different documents.
    • Mobile app is only for iOS but you can apparently get around this with Dropbox or Google Drive syncing your Scrivener files to Android for editing as plain text. Please be smart and know what you're doing before you do it!

Personal Wikis (offline)

Some can be hosted to be public or shareable but they were mostly mentioned in an offline or private/self-hosted context so I included them here. Some folks suggest using WikiMatrix to compare different wikis.
  • Mediawiki - free, browser-based, techy to get started and bulky, uses wikimarkup formatting but powerful.
  • Dokuwiki - free, browser-based, similar to mediawiki but light, especially with its "on a stick" option, pretty fully-featured without a database.
  • Tiddlywiki and classic - free, browser-based (add-on may be required), contained single file wiki with plugins.
  • Wiki on a Stick - free, browser-based (old add-on may be required), a different build and a more traditional webpage structure compared to Tiddly but essentially the same, not hostable.
  • StaticWiki - free, browser-based, a useful tool for generating a completely offline, Markdown-based wiki, all control to you and easy to backup. Newly developed by LittleCodingFox who would appreciate feedback!
  • Xowa - free, PC, Android, designed as an offline wiki-reader but can be used to create a personal wiki, a feature added in just for /worldbuilding.
  • Zim - free, Windows, Linux, desktop wiki with interlinking, table of contents/headings and basic formatting, with additional plugins available.
  • Ema Personal Wiki - free, Windows, Android,
  • Wikipad - free, PC, another desktop wiki, seems quite fully-featured.
  • The Guide - free, Windows, another desktop wiki, seems to have some features but avoids clutter.
  • Tomboy - free, PC, stripped down text notes, fast and cross-linkable.
  • Emacs + org-mode - free, PC, techy. often compared with Scrivener in terms of functionality but with a learning curve? I hope some one can enlighten me as to how they use this for writing.

Personal Wikis (online)

All browser-based. Note that licensing/terms of use are very important here, pay attention if you want to keep your content yours. Also, keep an offline backup in case of downtime, deletion, discontinuation, etc. A user had their Wikidot marked as spam but was thankfully able to get it back. Some folks suggest using WikiMatrix to compare different wikis.
  • Wikia - free, ads and requires a Creative Commons license. But not unusable, as a-asteroid explains.
  • Wikidot - free, can be made private.
  • Miraheze - free, a volunteer-run host using MediaWiki.
  • Github/Gitlab repository-based - free, a choice between using the repository for files to generate your own site in Markdown like dmoonfire or just the built-in wiki feature (Github, Gitlab), barebones but simple enough.
    • According to dmoonfire, Gitlab offers private repos for free while Github doesn't. More discussion about Git-repo features and its new-user-friendliness here.

Specialised Sites/Apps

Made especially for weirdos like us.
  • Notebook.ai - freemium, browser-based, developed by drusepth
  • Worldscribe - free, Android, developed by MarquisDeBlade
  • World Anvil - free, in beta, browser-based, flexible wiki/database.
  • Obsidian Portal - free, browser-based, wiki-style, made for RPG campaigns.
  • Scabard - freemium, browser-based, RPG campaign organiser.
  • Realmworks - paid, Windows, RPG campaign managedatabase, from the same folks who make HeroLab, a character manager.
  • Masterplan - free, Windows?, an old DnD campaign plannemanager.
  • Quoll Writer - free, Windows, fully-featured and designed for planning and writing novel chapter-by-chapter.
  • Plotist - free public projects/timelines, browser-based, story and plot manager with a community.
  • TerraChronica - free, browser-based, worldbuilding/sharing forum and repository. A bit on the inactive side.
  • legendsandworlds - so, uh, this is pretty dead? But it might come back one day. There's a subreddit: /legendsandworlds/
  • Other writer-targeted apps: ywriter, FocusWriter, Ommwriter, Writemonkey, Writeroom, Zenwriter, Write!, Ulysses, RoughDraft, Liquid Story Binder, 750words.com, bibisco, Manuskript, FreeWriter, True Novelist, Celtx, Inform - See this detailed list from /writing.
    • Toyhouse - free/in invite alpha (hiiiperyon's offered their invites here), browser-based, a character repository and roleplay community.
    • Charahub - free up to 100 characters, browser-based, a character repository and community.
  • /worldbuilding's reading and resource list: do you guys use this? I sure as hell don't so I'm including it here for my fellow idiots.
  • Art software masterpost compiled by mbartelsm.
  • /mapmaking wiki: I know this post isn't about maps but I just really like having all the links in one place, okay?

Websites

  • Reddit : free, keep track of it in your comment and post history, use a private subreddit with its own wiki/forum or go one step further and dedicate a separate account for it with the new-fangled profile feature.
  • Tumblr - free, public or private blogging. Slightly better suited for short-form posts and media.
  • Wordpress- free, public or private blogging. Slightly better suited for long-form posts and pages.
  • Google Sites - free, choose between retro and modern versions, template-based, wiki-able.

Visualisers

  • Freemind - free, PC, foldable branches and easy exporting.
  • Xmind - freemium, PC, a lot of features are limited to paid packages but sync is free.
  • Coggle - freemium, browser-based, only 3 private mindmaps but lots of features for free. quite pretty.
  • TreeSheets - free, PC (beta for macOS), a hierarchical but powerfully flexible outliner-mindmapper.
  • The Brain - freemium, PC, Android, iOS, seems to be the Evernote of Mindmaps with some feature restrictions. Those prices, man.
  • ConnectedText - paid with 30-day trial, Windows, a mindmapper, outliner, editor, hyperlinking, attachments, plugins, a bit Scrivener-y.
  • Mindly - freemium, Android, iOS, macOS, a pretty and flexible mindmapper.
  • Scapple - paid, Windows, macOS, a simple freeform mindmapper by the same folks who made Scrivener.
  • AeonTimeline - paid with 20-day trial, Windows, macOS, pricey but fully-featured with custom calendars and Scrivener compatibility. It seems to be a 'made by writers for writers' thing.
  • TimelineJS - free, browser-based, timeline generator using Google Sheets.
  • Timeline - free, Windows, Linux, what it says on the tin. Not pretty but functional.
  • MindMup - free, browser-based, mindmaps with Google Drive integration.

Other Mobile/Webapps

  • Workflowy - free, browser-based, Android, iOS, collapsible taggable web+app outliner
  • Trello - freemium, browser-based, Android, iOS, collaborative/shareable 'kanban' boards and lists with plugin options (only 1 per board).
  • Google Keep - free, browser-based, Android, iOS, note there is a character limit, better suited for short stuff. This is quite well-integrated with Google Docs too.
  • Dropbox + Paper - free, PC, browser-based, Android, iOS, file syncing/backup with its own document editor (designed for business collaboration).
  • Nuclino - freemium, browser-based, collaborative, wiki-like editor with search, filtering and folder organise-ability. Usage for worldbuilding discussed here.
  • Excel - free but only for browser, a bit techy but some smart cookies have found great uses for it.
  • E-mail - sending scribbles and drafts to yourself to sort through later keeps it safe in the cloud. Just mind that recipient field.

Others

  • Handwritten - in notebooks with all your fancy pens and stupid expensive Moleskins.
    • other tools include whiteboards, corkboards, index cards, vinyl folders, binders (reordering pages!), notebook dividers.
    • printing for physical organising, highlighting, notetaking.
    • J_Webb has a pretty smooth process.
  • Brain - keep it all in your head like the Sheldon Cooper you are.
  • More apps
    • pinboards/bookmarks/portfolio sites: Pinterest, Juxtapost, Deviantart, Artstation, Dropmark, Jumpshare
    • word processors: Microsoft Word, Zoho, Kingsoft, Wordpad, Abiword, Open/LibreOffice, Jarte
    • text editors: Atom.io, Sublime Text
    • note-taking: SimpleNote, Laverna, TagSpaces, OpenNote, KeepNote, Oinker, Notezilla
    • wiki: PBWorks wikis, BookStack, Slimwiki, Moinmoin, PHPWiki, PMWiki, Usemod, Cherrytree
    • visualisers: MindMaple, TimeRime, TimeToast, Tiki-Toki, Timeglider, liniaa
Wow, you made it to the end. Good for you. If you still have no idea what to do (like me and I wrote this), then take a breath and take a break. Talk to a friend or internet stranger about it. Keep your worldbuilding fun, play around with different scenarios and constraints or let go of them altogether. Hydrate and wear sunscreen.
Big kudos to the mod(s?) for okaying this post (this means I am beyond criticism, right?) and to Despiel and PMSlimeKing who've been answering this same question over and over again, this post is dedicated to them. If I've missed out on anything or your own worldbuilding process hasn't been described here, feel free to share it and I'll add it at my own lazy discretion.
submitted by GreaterPorpoise to worldbuilding