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Site, that's not an easy thing to tackle. I like Paul's idea of having an operations board, but I can see how having that for a bunch of small projects would get very time consuming.
I don't know that I have a great answer to your situation, other than to say that some times they forget things because they aren't in the frame of mind of being accountable for the work. Sometimes a stern talking-to is what's needed. Depends on the person. Other times they goof because I didn't give them enough information, or the correct information. I still get mad, just that it's directed at me. For the moment I'll walk through the elevations with the crew leader, driving stakes and marking elevations with tape, so that everyone is on board with what the elevations ought to be. (Other times the elevation is less critical and I give him the freedom to choose the appropriate pitch for the hardscaping).
I often find myself torn between managing every move they make (to ensure everything gets done and 3 roses aren't forgotten), and letting them do their own thing (allowing them to screw up, then having them fix the mistake). I guess one way is giving a fish, the other is teaching to fish...sort of....
The project packs I supply for each project have some of the kinds of information you speak of in them, but things still get missed or forgotten. The incentive program I have in place helps, but old fashioned good management will never go out of style, and the incentives are no replacement for good management.
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