I have a list of professionals and new contacts I want to work with that I keep close by. When a new project presents itself I get the notebook out (currently on my Mac) and begin to fill in appropriate slots: Theme, models interested in booking, location, make-up and hair concepts, location to shoot at, and then I forward an email to everyone involved. Organization and clarity is the key to a successful shoot. Without a clear concept for everyone to understand your story will never be told the way you envision it.