As authors, we spend countless hours researching to bring authenticity and richness to our stories. Research is crucial for creating fully realized fictional worlds that include accurate time periods, cultural traditions, or esoteric lore. However, the wealth of information can quickly become overwhelming if not managed properly. Here are some strategies to experiment with that make research materials more organized and accessible throughout the writing process.

Embrace Digital Storage

Gone are the days of teetering towers of books and files covering every surface. Digital storage is a writer’s best friend when it comes to research consolidation. Utilize cloud storage services like Dropbox or Google Drive to centralize all your materials in one easily searchable location. You can create folders for different research topics, store PDFs, and even upload photos, videos, or recordings from in-person research trips or interviews. The digitization allows you to access your materials seamlessly from any device.

I keep the majority of my notes in OneDrive, split into countless folders for each project. These folders are then split into characters, locations, cultures, worlds, etc. to make locating a specific bit of information easy.

Maintain a Master Database

This is one that I will be trying on a massive project that I’m planning at the moment as I expect to have more research than ever before. As you accumulate research across a multitude of sources, maintain a master database or spreadsheet that catalogs all the materials. Include columns for source type, topic, story connections, page numbers, and any other metadata that will help you relocate key information. This master database enables you to quickly find and cross-reference materials for specific storylines, characters, or worldbuilding elements. This may seem like overkill, especially when you’re just getting started, but it will save you headaches, frustration, and lots of time doing it now.

Take Copious Notes

While storing entire source materials is invaluable, taking strategically organized notes is also critical. Use a program like Microsoft OneNote or Evernote to create virtual notebooks separated by research topics, plot threads, or character arcs. Integrate notes, excerpts, bibliographic details, and even text, audio or ink annotations. The ability to easily search, reorganize, and reconnect notes prevents you from getting bogged down re-reading to find that one vital kernel of information.

I like Notion for my digital note taking needs. From task lists to tracking to profiles, Notion has templates for just about everything and it’s customizable to create exactly what you need.

Don’t Forget the Physical

For some writers, there’s still an appreciation for the tangible nature of physical books, maps, objects, or artifacts related to the research. If maintaining these physical sources, create a simple cataloging system that aligns with your digital organizational methods. Clearly labeled boxes, files, or objects allow you to quickly retrieve physical pieces and incorporate them into your creative process when needed.

This is my go-to for maps and when I want to work on my novel without writing. I may make a diorama of the map or a specific key location or create a book that’s referenced in the story, anything to make the story world a little more real. These not only give me a visual reference specific to my story, but also gives me a break to still be creative and in the story’s world without staring at computer.

Build a Research Playbook

Once you’ve completed a major writing project like a novel, take the time to review and evaluate your organizational approach while it’s still fresh. Make notes about what systems worked well and what caused friction or delays. Use those reflections to build out a customized research playbook for future projects. An iterative approach saves you from reinventing the wheel and ensures your research workflows become increasingly efficient over time.

This is key for a new author, or one just getting serious about their approach to research. It’s easy to think a method worked well, until you take a moment to reflect and realize the method you used took you out of the creative process and felt more tedious than useful to your specific needs.

The upfront investment of developing research organizational tactics pays dividends by minimizing headaches and maximizing creative productivity once you enter the drafting phase of a writing project. With a well-managed consolidated repository, your richly researched worlds will flourish.