The brain is the most powerful tool, so whatever you need to do to minimize data entry and data management is the best thing.

A room set aside for the purpose, with lots of marker boards. Add sticky notes. It doesn't get any simpler or smoother than that.

For digital, I've found gitlab and redmine to have far simpler and smoother tooling than anything from Atlassian (jira, confluence, ...), but initial setup and ensuring everything is smooth is key.

For digital, be lazy about data entry. Instead of making a ticket for every little thing, try to capture clumps of things on a wiki page, jumbo ticket, or something, deferring ticket creation until you have to. The more tickets you have, the more time you'll spend managing them. A wiki page with a bulletized list is way easier to manage than a ticket for each bullet on that list.