As to your posting helpful paperwork backstage, I find that while we as stage managers want to know everything, other actors and crew generally only want to know their own information. And since charts are good at organizing lots of info, SMs tend to like them, but actors and crew tend to like ordered lists with only the most important information to them.
So my version of your paperwork would something more like this attached version. It's streamlined to eliminate as much blank space as possible. Why should your actors have to waste time scanning over your entire page for Area 4 if only one prop is ever brought on from there? Why should they have to waste any time reading about the transition into High School if no items are ever used in that scene? I eliminated the columns denoting Props/Costume; once the actor reads "Prom Dress" they know exactly what the item is. I eliminated the different pages for each area, and just included that with the listing: It's the info that will be least important to the actors, especially as time goes by and they learn where their items are. I listed the scenes going down the page because it's easy to understand and actors are used to scene order information being presented in that way: listed down the page. I made a separate single column so each actor can just quickly look down his/her own column to find their own items.
When I make cheat sheets like this, I usually post some backstage blown up real big on 11x17 paper, and also distribute individual ones, (just their own column,) to each actor. Hope some of these ideas help!