I am struggling to find a way to make a tracker work

Hi AI people, I work in a busy job (which I love). I have 4 projects, with 10 subcontractors each I deal with. Plus some internal stuff to do (things to raise, people to chase, actions to take etc.). So there are a lot of bits and bobs I need to stay on top of. Some of these are simple like taking a picture of something in a certain location, some are more complicated like understanding how a piece of equipment works or the details of a contract. I manage fine with a physical notebook and a spreadsheet, but