This can all be addressed by creating a quick spreadsheet detailing your activities.
Organizing your Prospects
The goal of keeping on top of your capital raise is to continually move your most likely prospects to the top of the stack without losing track of the other candidates you are speaking to.
The capital raising process is a long series of orchestrated follow-ups that requires quite a bit of rigor on your part.
Consider segmenting your list into these categories:
Active Discussion. You are currently having a back and forth conversation with the prospect and the discussion is ongoing.
Waiting on Response. You've attempted initial contact with a prospect but have yet to get an initial response. These can easily add up if you're looking at a broad prospect list. As time goes by it will be helpful to know how long it's been since you initially tried to reach out to a prospect so that you can attempt to re-connect if appropriate.
Low Interest. The prospect has shown some sort of response to your deal but isn't actively requesting new materials or information. This tends to happen as investors are managing many deals at any given time making it easy for you to fall off their radar unless they are actively trying to get a deal done with you.
No Interest. This is a category for investors that you've spoken to and clearly have no interest in moving forward. It's important to keep track of these investors so you can catalog their reasons for not investing. You may find later that there is a trend amongst them that you can react to and adjust to accordingly.
Managing Sent Materials
With each contact you make you'll almost certainly be shipping a fair amount of documents back and forth to bring them up to speed on your deal.
The challenge this presents is that your documents will likely change over time, as you make updates, leaving you with little record of who has seen which version of your documents and even which documents they received to begin with.
To help manage this, it's helpful to keep a log of what documents you sent and which version you have sent last.