Mar 21

Lost Time, Juggling a GM’s Schedule


The end of last year went badly for me.


There were several reasons for my problems through December, and thus several lessons to be learnt from the experience. Here is one of them.


GMing in a busy world

Busy, busy, busy!

Even with the low-prep approach that HeroQuest 2 allows, I find there is still a lot of work required to prepare for each Session. I am sure it is the same for you, and the situation must be a lot worse for more crunchy systems.


We live in a busy world, with many claims on our time. Work or study, family, chores, social media and general leisure activities all make demands on our time. These demands can be managed, but it would be very difficult to exclude them entirely. Therefore, the answer is to plan out our available time as best as we can.


Advantages of planning

The first step is to make a plan.


Actually, I need to have two plans. The first plan is to structure to the week. I find that most of the regular tasks for each week occur at the same time. Thus, I can block out a plan for the week as a whole. Essentially, I have divided each day into three parts; morning, afternoon and evening. I note those parts of the week that are available for me to use, and then divide out my regular tasks among the available slots.


Be sure to leave yourself adequate relaxation time. Life is a balance, and all work would make for a very dull GM. I try to set aside time for at least one film a week, seeing this as narrative research as well as relaxation. This is all part of the process of being a balanced GM, to give myself time to think and to be open to new ideas. Combining plot elements from multiple sources can lead to an exciting game. Thus, even my relaxation time can have a positive impact on my work.


So, once you have a broad outline of your week, and the time slots available for the game prep, then you need to look at what you are trying to achieve. Much of game prep is cyclical, the same tasks every week; bookkeeping from the last Session, updating the Wiki, notes for next Session, emailing Players, etc. Assign a task to each of your time slots, and you have a weekly game plan.



Real Life intervenes

No plan survives contact with the enemy.


Of course, making a weekly plan and sticking to a weekly plan are two different things. Having a Prep Plan gives you a good benchmark, but be prepared to set it aside when Real Life comes calling. The likelihood of this happening varies according to the complexity of your social life. I have one wife, two children and three cats. Real Life is a regular visitor.


The trick here, however, is to deal with the pressing issue and return to the game prep when convenient. Then, look at the remaining tasks, prioritise what you need and move on. Clearly, the most important part of the game prep process is to have enough material to run the next game session.


Regular and comprehensive updates to the Wiki would be cool, but how much impact does this really have at the table? Cool Player handouts are a great aid to immersion, but actually having a plot to work through is more crucial to running a successful game session. Save these bonus features for when you have time. If you are in a rush, then focus on the essentials.


Catastrophic Failure

What if it all goes wrong?


Worst case scenario, run a game with minimum prep. You never know, you may just find that you like it and are good at it. You probably prep more than you need to, I know that I do most weeks.


Be honest with your Players. If you are going into a Session with only minimal prep, then tell them. Decent Players will be understanding and cut you some slack. Awesome Players will step forward and create content for you, prompt encounters of their own or just filibuster amongst themselves to draw out what you have prepared to fill the available time.


Importance of an unburdened mind

Positive Mental Attitude


My greatest lesson from the troubled end to last year was that sometimes I just have to let go. No, I did not update the Wiki, but I cannot overburden myself with too many tasks. Some things will just have to wait, and may not actually be sorted at all. I have learnt to live with this, as the best part of running a game is having fun with friends during the game.


Many of the busywork tasks I give myself as a GM are just that; busywork. If I can find the time, then great, but otherwise it is no real loss in the bigger picture. The crucial part of the exercise is to keep my peace of mind.


The most debilitating part of last December was the stress that I was putting onto myself. No, I cannot do everything, and I should not give myself grief for failing to do so. A stressed GM was not helping anyone. I had reached the point where I could barely work on anything as my mind was full of the enormous list of neglected tasks.


This state of mind was not getting me anywhere.


Moving forward

Keep Calm & Carry On.


So, where does that leave us? Well, the answer that I found was to reboot the campaign, reassess both my workload and my priorities and start again. More importantly, I took the time to clear my mental backlog.


In some cases, this meant sorting tasks that had been previously neglected. Other items from the list were simply abandoned. I cannot dwell on past mistakes or omissions. Sorry, but at some point you need to draw a line and move on.



Quite simply, there is a limit to what you can achieve in a week, and you need to be content with that. I try hard to squeeze the most out of my time. Yet, I have to acknowledge my own limitations and be flexible about my goals when outside factors intervene.


Plan your time sensibly, work hard but be realistic about what you can achieve. Above all, do not stress over what you have failed to do. Learn from your mistakes, but do not drag yourself down by worrying away at them.


How do you cope with the workload of being a GM? Share your experiences in the comments.


Happy Gaming


Something for the Weekend next week; Minimal Prep and Time Requirements



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  1. What do you consider minimal prep? About how much time would you estimate you spend getting ready for any particular session. I’ve seen different GMs talk about this and have wildly differing senses of what that means. And for this I’m probably focusing on these tasks you mention- bookkeeping from last session and notes for the coming session.

      • Phil on March 23, 2014 at 6:49 am
      • Reply

      Hi Edige23,

      That is a brilliant question, and one that deserves a good answer. In fact, this seems like a good topic for a blog post. 🙂

      So, forgive me if I only give you a rough answer here, as I will write out a breakdown of my prep as a longer post. Thus, I will abandon my half-written post for next Friday, and aim to answer your questions.

      For now, however, I will have to leave you with some short answers.

      Bare minimum prep, for me, would be bookkeeping the experience awards from the last Session, a short email to the Players about the next Session to confirm times, etc. and a Session outline.

      How long do I prep for the next Session? Focusing just on the notes for the forthcoming game, I would estimate about two to three hours. This is scattered over several days, so might be a little more, but then again, perhaps not.

      I have not thought about this in detail, in terms of a precise breakdown of time. Thus, I am quite looking forward to writing the blog post and learning a little more about exactly how I work. Hopefully, there will be something to learn from the experience, and I can improve another increment as a GM.

      So, many thanks for the question, and I hope that you can accept the delay in replying, as the result is going to be a more exhaustive answer.

      All the best

  2. Absolutely- we did a podcast on the topic of what we actually did for prep a little while back and that got me organizing my thoughts and really timing what I actually do. I don’t know if you’d find it useful- but it does offer a sense of how much time four different GMs spend doing that kind of work- and how that varies from time to time. (link I look forward to seeing your reply. I may have to bounce of of that for a post.

    • Phil on March 23, 2014 at 8:32 pm
    • Reply

    Hi Edige23,

    Thank you for the link to the podcast. I have downloaded it, but I will wait to listen to it until after I have written the first draft of my post to prevent my stealing ideas from what you say.

    This is a very interesting topic, to note exactly how much time it takes us to prepare for a weekly Session.

    I look forward to seeing where this post is going to take me.

    Many thanks

    • Phil on April 2, 2014 at 5:00 pm
    • Reply

    Hi Edige23

    That is a very fine podcast from the Play on Target team. Thank you for sending that my way. I greatly enjoyed it, and I shall be downloading more episodes.

    All the best

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