As much as we love the immersive storytelling and epic battles of tabletop RPGs, the hobby can be time-consuming. Between scheduling sessions, managing character sheets, and preparing for games, it’s easy to feel overwhelmed. But with a few smart strategies and tools, you can streamline your RPG experience and make it easier to keep the adventure alive, even with a packed schedule. Here are some tips to save time and support your tabletop gaming habit with less hassle.
1. Go Virtual to Save Travel Time
If finding time to commute to a game is a challenge, consider taking your campaign online. Virtual tabletops (VTTs) and video conferencing platforms make it easy to play from the comfort of your own home while still staying connected with your group.
- Virtual Tabletop Tools: Platforms like Roll20 and Foundry VTT offer digital maps, tokens, and character management tools to replicate the tabletop experience online.
- Video Conferencing: Pair a simple setup with platforms like Discord, Zoom, or Google Meet for easy face-to-face role-playing.
- Scheduling Flexibility: Online games allow players to join from anywhere, reducing the logistical headaches of gathering everyone in the same place.
2. Automate Character Management with Digital Tools
Creating and updating character sheets by hand can be time-intensive, especially if your game involves frequent levelling up or rule adjustments. Digital tools make it easier to manage characters, freeing up time for what really matters—playing the game!
- Character Management Apps: Tools like D&D Beyond or Hero Lab automatically handle stats, rolls, and inventory, so you don’t have to crunch numbers yourself.
- Dice Rollers: Virtual dice rollers, like those built into VTTs or standalone apps, are quick, accurate, and save time hunting for that rogue d20 under the table.
- Custom Macros: If you use a platform like Roll20, learn to set up macros for common actions, so you can roll for attacks, spells, or skill checks with a single click.
3. Streamline Session Prep for GMs
Game Masters often bear the brunt of the preparation workload, but there are ways to simplify the process without sacrificing quality.
- Pre-Made Campaigns: Use published modules or pre-written adventures to save time on story development. Many options are available for popular systems like Dungeons & Dragons, Pathfinder, and more.
- Random Generators: Use online generators for names, NPCs, treasure, and encounters. Tools like Donjon and Kobold Fight Club can quickly fill in the gaps.
- Reusable Assets: Save maps, tokens, and other materials for future campaigns. With digital tools, it’s easy to archive and reuse resources across multiple games.
4. Use Shared Note-Taking and Collaboration Tools
Keeping track of campaign details can be daunting, especially when juggling a busy schedule. Shared digital tools make it easier for everyone to stay on the same page.
- Shared Campaign Logs: Use tools like Google Docs, Notion, or Obsidian to create collaborative campaign journals where players and the GM can document session summaries, character goals, and world lore.
- Discord Servers: Set up a dedicated Discord server for your group to share notes, discuss schedules, and manage session prep. You can even use bots to automate tasks like rolling dice or managing initiative.
- Digital Handouts: Instead of printing and distributing paper handouts, send digital versions through your collaboration tools or VTT.'
5. Shorten Sessions with Episodic Campaign Structures
If long sessions don’t fit into your group’s schedule, switch to a more modular or episodic format. Each session becomes a self-contained adventure or focuses on a single goal, making it easier to pick up and play without hours of preparation or lengthy recap.
- One-Shots: Incorporate one-shot adventures that can be completed in a single session while contributing to the larger campaign.
- Milestone Progression: Use milestone levelling instead of tracking experience points. This simplifies advancement and keeps the story moving forward.
- Flexible Scheduling: With episodic structures, it’s easier to accommodate players who might need to miss a session. You can drop them back in without disrupting the story.
6. Digitise and Organise Game Materials
Keeping physical books, maps, and notes organised can take up space and time. By digitising your game materials, you’ll have everything in one place, making setup and tear-down a breeze.
- E-Books and PDFs: Purchase digital versions of rulebooks and modules so you can search for information quickly during a game.
- Digital Maps: Use VTTs or projection tools for maps instead of drawing or printing them. Programs like Inkarnate or Dungeon Alchemist can help you create beautiful maps in minutes.
- Cloud Storage: Store your resources in cloud platforms like Google Drive or Dropbox for easy access from any device.
7. Leverage Low-Prep RPG Systems
If you’re short on time but still want a meaningful RPG experience, consider switching to a low-prep system. These games focus more on improv and storytelling, making them easier to run and less demanding to prepare for.
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Examples of Low-Prep Systems:
- FATE Core or FATE Accelerated
- Monster of the Week
- Lasers & Feelings
- Honey Heist
- Microscope (for collaborative world-building)
- One-Page RPGs: Games like The Witch is Dead or Crash Pandas require little more than a printout and a handful of dice.
8. Embrace Asynchronous Play for Busy Groups
For groups with wildly conflicting schedules, asynchronous play can be a lifesaver. This approach involves playing via text or email over time, allowing players to contribute when it fits their schedule.
- Play-by-Post Games: Run campaigns on forums, Discord servers, or dedicated play-by-post sites. These games move slower but offer rich, detailed role-playing.
- Downtime Activities: Use asynchronous play to handle downtime actions like crafting, shopping, or personal side quests, saving session time for group activities.
Tabletop RPGs are meant to be a source of joy, not stress. By embracing digital tools, adopting flexible game formats, and streamlining preparation, you can make your hobby fit seamlessly into a busy life. Whether you’re a player or a Game Master, these strategies will help you focus on the fun of storytelling and collaboration without feeling overwhelmed by the logistics.
So roll the dice, simplify your setup, and let the adventures continue—no matter how packed your schedule might be!
