Preparation for Running a TTRPG
Healthy prep time is essential. Limit yourself to about 3 hours a day, whether on a PC or using a notebook, too much screen time strains your eyes and mind, and writing for long periods can tire your hand and lead to mental overload. Working slowly and taking breaks helps with avoiding burnout, trouble sleeping, or difficulty focusing.
Some people prep the day before a session, and that's perfectly fine. If you do, write down quick pointers first, then expand them later. Writing too much too fast can make you forget key parts or create unnecessary details that only add clutter as in if you write expansions of the pointers before writing the rest of the pointers things can get out of hand.
I also sometimes use voice recordings. When I have too many ideas to write at once, speaking them out loud helps me keep track of my thoughts and return to them easily with a click of a button.
I also like to set the mood while preparing. If I'm planning something dark, I listen to darker music; if it's a light-hearted game, I choose something cheerful. Just make sure the music doesn't distract you. Some people work better in silence. The important thing is to create a comfortable space where you can focus without issues.
Some TTRPGs, like Ironsworn, can be run with little or no preparation and even without a Game Master. The game provides a map, lore, and tools like the Oracle, which lets you roll to determine what you encounter, who you meet, and how they behave. It is great for quick and easy sessions and they can be run on the same day you agree to play. The same applies to prewritten oneshots or short campaigns in systems like Dungeons & Dragons, Call of Cthulhu, and many others.
The Importance of Session Zero
Another key part of preparation is Session 0. This is when you talk with the players about what they want to play, the tone or style of the game, and their lines and veils, aka what content is acceptable, what can exist but shouldn't be described in detail, and what should not appear at all. For example, a player might be fine with heavy themes being present but not described in detail, or prefer romantic scenes to fade to black. Session 0 is also a chance for the GM to explain the game and help players with anything they need, providing information and setting the vibe for everyone.
Tools I Use for Preparing and Running a Game
Preparation Tools
I use Spotify or YouTube for mood-setting music, Google Docs for notes, and a timer that reminds me every 30 minutes to stretch and take a short break. I also keep quick access to the books I need: the Player's Handbook and Monster Manual for D&D, the Call of Cthulhu Core Book, the Ironsworn Rulebook, and more. Many people also use online resources like 5eTools for fast reference and easy lookup. There are many TTRPGs that offer their rules online for free so people can play them without buying every single book. In addition, having some images for maps and NPCs is recommended so that everyone can differentiate who is talking and where things are happening.
If I am using a notebook when I'm writing things I tend to also write pointers on the PC afterwards so I have quick things I can look for, but as always the notebook would be very close when I run games if I need to look up things that require more details.
For both versions I would use Obsidian as a software that people can write the story, characters and places which will give you a clean view of what and who is where, what is the lore of said place or character and you can even share it with others for a small fee.
Running Tools
For sharing music during sessions, I use WatchTogether so everyone can listen to the same encounter playlist at the same time. I use Discord for voice or video communication. For actual gameplay, I run sessions on virtual tabletops like Roll20 or Foundry VTT. There are plenty of tutorials online that explain how to use them effectively so everyone can learn how to use certain virtual tabletop sites.
Running the Game Itself
First of all: never expect players to follow your story exactly. It almost never happens. Even in more linear formats like a one-shot or a short campaign players will always bring their own ideas, questions, and chaos. That's part of the fun. The best approach is to relax, let them explore, and guide them rather than force them. Still, keep an eye on pacing. Let them have fun, but gently nudge them back on track when needed, especially in a oneshot where you may not have time for another session.
When you run the game, remember that you are also a player at the table. You're the Game Master, but you should enjoy the session just as much as the players. You're creating the world, presenting the challenges, and bringing the story to life, but you should also let yourself have fun with surprising outcomes, dramatic moments, and player creativity.
Sharing the Spotlight
Part of running a great game is making sure everyone gets their moment in the spotlight. Encourage quieter players to speak up, and remind more talkative players to leave room for others. Let each character shine in the areas they care about, whether that's solving problems, roleplaying emotional scenes, or showing off clever solutions.
Player Comfort and Breaks
Comfort is also essential. Check in with your players, make sure no one feels overwhelmed or left out, and take breaks when necessary. A short pause can help everyone to calm down and keep the mood more stable.
Embracing Adaptability
And finally embrace adaptability. Players will always find unexpected solutions to some obstacles you make. Maybe you expected them to break down a door, but instead someone decides to melt the hinges with acid. Let them do that if you see it working, show others that you can adapt in certain moments and that you can do things on the fly. The player wants to try to befriend an NPC that you created to be an antagonist, maybe they actually do things to make said NPC actually like them, maybe the NPC starts feeling bad because in the past they did evil things the party doesn't know and is worried that they will hate them if they find out, explore that, see how things go, because sometimes one decision can change the game.
Stories from the Table
The Wild Sheep Chase
One of my personal favorite experiences with new players as a GM was when I ran a D&D oneshot The Wild Sheep Chase. It had prepared a set list of expected player choices and outcomes, but of course, the players found options the adventure didn't account for. When they reached the final area, they were supposed to either fight a group of transformed creatures, return the sheep, or attempt a stealthy approach. Instead, our druid came up with a funny idea, she transformed into a sheep, and the rest of the party decided to deceive the NPC by pretending she was the real one. They managed to get close, trick him, and steal a key item needed to help the original sheep regain their true form while the druid, still transformed into a sheep, transformed into a spider and just crawled away. (I'm avoiding specific details to prevent spoilers.)
At first, I struggled because the adventure didn't describe what should happen in a situation like that. But once I let myself relax and enjoyed the moment, it became one of the most memorable parts of the session, and the players were all new to the game. Learning to adapt and improvise can make the game even better for everyone.
The Cambion Who Changed Sides
Another memorable experience came from a campaign where the party rescued a young tiefling from a burning village. What they didn't know was that this "tiefling" was actually a cambion in disguise who was sent by fiends to gain the party's trust, gather information, and eventually betray them.
Over time, things really didn't go as planned. During travel and downtime scenes, the party naturally began talking to him, sharing stories, and treating him like a real companion. This was part of the cambion's mission, get close and learn as much as possible. But something shifted during one particular moment. The party's warlock, who in his backstory had been forced into a pact, opened up about his past. He revealed that he had once been just a regular half orc until his tribe was destroyed, and that left him alone and desperate until something reached out to him, offering power for service or he would die. He explained that his original patron was a fiend, and that the demonic features he has were a reminder of that time. He talked about how fiends only use people until they stop being useful, how they never appreciate loyalty or effort, and how escaping that pact to form a new one with a celestial deva had been the one thing that saved him.
Hearing this the cambion recognized the exact same patterns in his own "leaders" he was serving, constant demands, no gratitude, and endless pressure to perform things. The party's behavior was something that was different, instead of treating him as a tool, they treated him like a person, joking around, offering shoulders to cry or ears to listen, fighting evil for little to no money because "Being a Hero is not a job but a calling."
This wasn't the direction I originally planned for the story at all. The cambion was supposed to betray them. But the way the players engaged with him, sharing their vulnerabilities, offering compassion, and seeing that they accepted the half orc even though he once served a fiend, he saw one thing he never thought to see, kinship and love. Eventually, he broke down and confessed the truth, choosing to abandon his superiors and fight alongside them. It was a very emotional moment when he decided to gather the party, started crying and just dropped the disguise with the only words being said "I am sorry, I can't lie to you anymore." Guess what the party did, the half orc gave him a hug, smack on the back and just called him "Brother" while the rest of the party just told him to get back into the kitchen and eat.
Final Thoughts
GMing can seem scary, especially when you're starting out, but it truly gets easier with practice. Focus on the basics, take care of yourself while prepping, communicate with your players, and allow space for improvisation. If you can do that, you're already most of the way there.
Remember the one VERY IMPORTANT RULE you don't have to be the perfect storyteller or rules expert. You just need to care about the experience and be willing to learn along the way. Every session makes you a better GM, practice makes perfect and you can never start perfect, trust me when you just start GMing you can only go up, not down.