This is the sixth and second to last post in the "Knowledge and Fiction" series.
The Knowledge Challenge of Fiction Writing
Writing fiction—especially speculative or historical fiction—demands an extraordinary level of research. That research needs to be organized.
World-building is not just about crafting an engaging setting; it requires managing vast amounts of knowledge. History, geography, societal structures, technological advancements, magic systems—every aspect must be carefully tracked to ensure consistency, immersion, and logic. It’s not just about invention; it’s about maintaining coherence across every layer of the story. Without a structured approach, even the most imaginative worlds can become riddled with inconsistencies.
This is where Personal Knowledge Management (PKM) becomes invaluable. Writers use a variety of systems, from handwritten notes and spreadsheets to wikis and specialized writing software, all in an effort to bring order to the complexity of their fictional worlds. But how can a writer develop a PKM approach that enhances creativity rather than stifles it? That’s the question at the heart of this post.
World-Building as a Knowledge Management Challenge
Whether constructing a sprawling fantasy realm, an intricate futuristic society, or an alternate-history version of our own world, writers must manage deeply interconnected knowledge structures. Geography and environment shape the physical space where the story unfolds, while cultural and societal elements—laws, traditions, religions, economies, and languages—breathe life into that world. A coherent history, filled with past wars, legendary figures, and societal shifts, provides depth and realism.
Technology, whether futuristic, fantastical, or rooted in real-world mechanics, must follow its own rules to maintain credibility. Even magic systems operate within constraints, as seen in stories like Harry Potter, where magic follows established principles. Meanwhile, characters and their relationships introduce another layer of complexity—who knows what, how knowledge spreads, and what information remains hidden. Managing these details effectively leads to greater reader immersion, more creative freedom in plotting, and improved story consistency.
Personal Knowledge Management for Fiction Writers
A writer’s PKM system doesn’t have to be complex, but it should serve three primary functions: capturing and organizing research, managing world-building details, and structuring knowledge in a way that supports the writing process.
Capturing and organizing research is often the first challenge. Some rely on digital tools like Obsidian, Notion, or TiddlyWiki, while others prefer physical notebooks and index cards. Methods such as outlining, mind mapping, and knowledge graphs help structure information, but the real challenge is avoiding research rabbit holes—capturing key insights without getting lost in endless details.
Once research is gathered, managing world-building details becomes crucial. Many writers develop a "story bible," a centralized repository for characters, locations, and themes. Tracking changes over multiple drafts ensures internal consistency, with tagging and linking systems providing quick access to critical information.
Finally, structuring knowledge for writing flow involves chronological tracking, selective disclosure of information, and layering knowledge within the narrative. A well-organized timeline keeps fictional events aligned, while a thoughtful approach to revealing information keeps readers engaged without overwhelming them.
Tools and Techniques for Managing Fictional Knowledge
Different writers approach PKM in unique ways, drawing from both analog and digital methods.
Some, like J.K. Rowling, have famously relied on handwritten spreadsheets to track subplots, while Neil Gaiman fills notebooks with dialogue snippets and sketches. Ursula K. Le Guin created extensive maps and linguistic notes to bring her worlds to life. Even in the digital age, many writers still prefer tactile approaches that allow for a deeper connection to their ideas.
Others turn to digital note-taking and wikis. Brandon Sanderson maintains a wiki-style database to track continuity in his Cosmere universe, a method so effective that even his fans have created wikis to keep up with his expanding world. Digital tools allow for cross-referencing and rapid retrieval of details, ensuring consistency in long-running series.
Visual knowledge management is another powerful approach. Writers like Jeff VanderMeer use visual notebooks with sketches and mind maps to explore relationships between ideas. J.R.R. Tolkien, often believed to have meticulously planned every detail of The Lord of the Rings, may have worked in a more organic way than commonly assumed, but his extensive linguistic and genealogical work illustrates the value of structured world-building.
Some writers go even further, developing expansive story bibles. George R.R. Martin has compiled massive reference materials to maintain consistency in A Song of Ice and Fire, while Margaret Atwood blends real-world research with fictional extrapolation to create immersive dystopian settings. A strong knowledge repository allows for a richer, more believable world.
My Personal Knowledge Management Approach
In my own writing process, I’m experimenting with a hybrid approach. TiddlyWiki serves as my primary tool for tracking interconnected ideas—themes, research notes, and plotlines. I’ve even written an entire novel in TiddlyWiki format before, a testament to its flexibility. TiddlyMap helps me visualize relationships between characters, settings, and knowledge nodes, while concept mapping allows me to structure my world’s evolution, tracking past events and their impact on present conflicts.
Despite this structured approach, I’m still working through challenges. One of the biggest is balancing planning with organic discovery. My notes contain a lot of early research that no longer aligns with the current draft, making systematic updates necessary. Another challenge is avoiding over-researching at the expense of writing. There’s a fine line between preparation and procrastination. Lastly, refining my knowledge scaffolding—deciding when and how to reveal information in the narrative—remains an ongoing process.
Like any knowledge system, my approach isn’t static. I revisit and refine it as the story grows.
Why PKM Matters for Fiction Writers
At its core, Personal Knowledge Management helps writers keep track of ideas, avoid inconsistencies, and free up creative energy by reducing cognitive load. Whether you’re a meticulous planner or an intuitive storyteller, a structured system for capturing, organizing, and retrieving knowledge can transform the creative process.
Key takeaway
- A world-building PKM system doesn’t need to be complex—it just needs to work for you.
- Whether you prefer analog methods, digital tools, or a hybrid approach, the most important aspect is retrievability. Can you find what you need when you need it?
- Think of your knowledge repository as a living system, something that evolves alongside your novel.
What’s Next?
In the last post of this series, I’ll explore books about writing that I have accumulated over the years on my bookshelf.