We use https://www.notion.so/ for notes, tasks, wiki and project management. Google Docs for quick stuff or formal writeups.

Occasionally we'll use OneNote online or https://awwapp.com/ which has more freeform drawing if we need it, but otherwise it's usually just typing stuff out in lists.

This is all on peoples computers, no fancy video-conferencing setups. Those are almost always a waste of money and never work well.