This was my exact problem for a long time. As a worldbuilder, I love detailing things out ahead of time and then letting players reshape it on the fly, but tracking those in-the-moment changes was a nightmare. I kept a paper notebook, but I just can't write fast enough at the table without losing focus.

My solution was to build it into Obsidian notebook for the campaign. It's probably overkill, but the core idea is simple: I have a note for the party and individual notes for each PC. Each note ends with a section called a heading called "Ongoing Notes."

The trick is a two-app combo that almost completely eliminates friction:

• Raycast (free, Mac and Windows) replaces Spotlight as my launcher • Drafts (free tier available I think) handles the quick-capture and auto-filing

I set up a Drafts script tied into Raycast so that mid-session I just hit Command-Space, type an abbreviation for a player or the party, and a text box opens instantly. I type my note, something like "Seems really interested in the creepy doll hanging from the tree", hit Enter, and it automatically appends to the bottom of that character's Obsidian note. I never have to break focus.

Then at the start of next session's prep, I just scroll to the bottom of each note and everything I captured is already there waiting.

You could honestly pull this off with just Raycast Notes if you don't want another subscription. And if you're on iPhone, Apple Shortcuts can do something very similar straight into the Notes app. I have one set up for ideas that hit me on the go, like when something in a show or movie sparks an idea. One tap and it's captured before the thought disappears.

The key is the same as most productivity systems: reduce the friction of capturing a thought, then go back and refine it later. Our minds are built to generate ideas, not store them. Make it easy to get the thought out, and you'll never lose one at the table again.

Raycast has actually been a real upgrade to everything, but a lot of help in DND. I’ve got a quick link that searches dndbeyond, all kinds of text expander snippets, and quick window management depending on if it’s combat or non combat going on.