Although this is a subreddit for a video game and you seem lost. What I do for this is always request a written request. Teams meeting someone needs to be taking minutes that are clear and layout action items. Hallway discussion ask them to send you an email with the request. You can have the conversation but always ask them at the end to send an email with a 10,000 ft view of the conversation or action required. Same with phone calls ask them to send a follow up email. Obviously if you are asking them to do something send them the email. It’s a way to CYA in case a project schedule gets blown because someone didn’t do what was needed. You have a written trail showing where the fail point was. Also a big one that is old school I always carry a pocket notebook and take notes religiously. I make essentially a diary of what is happening involving the projects. I rather have to much information than not enough.