There are many options out there for keeping track of contacts, lists, projects, etc. The important thing is to find one that you can and will use. Currently, I am committed to Google Email, Contacts and Calendar. These I use all of the time, often on my phone. It works pretty well for me - WHEN I REMEMBER THE BASIC RULE - USE IT!.
When you are using a system you need to make it your own. I cannot create labels or tags for you. I cannot sort the various items for you. You have to create that part of your system. I know artist-type people whose system looks like they used a 64 crayon box of Crayola Crayons. Others are strictly black and white. Some of the things you need to do follows.
- Have a way to sort and store your email. You might use names or projects dates (pretty difficult over a long time). Learn to create rules in you digital system and these things can be done automatically.
- Have a way to prioritize your to do list. Again, you can color code or letter code the list. Sometimes by altering an item simply you get a better list. For example, I will add a "0" (zero) to an item if I want it at the top of my list (in a digital system). Numbers always come before letters in sorting in ascending order.
- Use your calendar to help with you list. Put a list item in the day you need to be working on it or the name of someone you want to contact at a later date in that day.
The bottom line for all of this info is,
Have a system and use it.