No work can be done without the proper tools. Story building can be done with as little as pen and paper, or amassed in a database for many to draw from. Tools for record keeping and communication can be needed.
Portfolios, whether digital or physical, keep information about characters, cultures, countries and creatures gathered and organized. Pretty much any type of noun (people, places and things) you want to use can have a synopsis of its information kept in a portfolio. For a character, a name, description and background are needed amongst any special abilities, training or equipment they posses.
Email, cell phones and internet calling provide excellent communication for a group. Most can be used to talk to the entire group a once. A little work with Google Docs or a similar online storage service can provide automatically updated portfolios to your team.
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