I've seen this a couple different ways. If the
stage manager is handling this all through the rehearsal process, the table is often too crowded to have another notebook for set notes. We take our script and photocopy it to fill the
page. On the other side of the script we photocopy and scale down the floorplan to fit at least two drawings on the
page. This way the
stage manager can diagram the
blocking of the
current scene and show when the new set pieces come in and where in association to their
cue in the script. Now if you've got time... you can use
Power Point. You take a basic floorplan and make it a master slide (so you can have it as the backgorund for every scenechange). Now make each set piece that moves a simple object. Using the transition tools you can show which side the
stage it moves in, how fast it takes,
etc.. Now using the text tools or the space for presenters comments, you can note who takes the set piece on or off, what
cue number it is,
etc.. (you might want to label that particular slide the
Cue # it refers to). Doing it this way gives you a visual tool to show the director if that's what they want and when you go to the crew, you have a working "playbook" of all the moves. If you want to get ambitious and you have a lot of moves, you can make spheres, label them as your crew members and move them with the set pieces so you know where your crew members are and if they can get to another set piece to make the next move.