We tend to associate the confusion that arises with a high volume of documents with the amount of documents themselves, when in reality the confusion comes from a lack of direction once the document is created. If there is no established process a document will sit in limbo, multiple versions will be created and small holdups will become giant headaches. A document workflow is not meant to be complicated, merely a means of providing a clearly defined process that a document will follow from initiation to completion to prevent it from becoming stagnate or lost.
The first step to creating a simple document workflow is determining the steps a document will pass through. Even the simplest document will pass through a rough draft phase, a review phase and an implementation phase. Before beginning the document, attempt to mentally lay out the phases a document will pass through using short concise labels. This will establish a mental path that will guide your every move. When you are working on a document, you will know the phase you are currently in and the next step to be taken, eliminating time spent in indecision and multiple revisions.
Perhaps one of the biggest mistakes made in document workflow is the omission of certain phases or the combination of multiple phases into one. An example of this is attempting to edit a document while it is still in the draft phase. This will lead to constant revisions and a lack of organization. Not only will this slow you down, but it will also lead to frustration as the document will never seem complete. To avoid this pitfall, establish each phase as a separate entity. Complete your draft before returning to the document to revise and organize. Establish each phase as a separate task, with a separate goal to accomplish.
If you are finding it difficult to establish and follow a simple workflow, it may be because the phases are too broadly defined. Make sure each step of the document workflow is clearly defined and concise. Using the above example, define what needs to be accomplished in the draft phase, perhaps an example would be a rough draft that contains all pertinent information, but lacks any real organization. Then define what will be accomplished in the review phase, perhaps an example would be reorganizing the information into a coherent order. Once each phase has a clearly established definition it will be easier to progress to the next phase because it will be clear what tasks need to be accomplished.
If you still find it difficult to create and follow a workflow, practice will be your best bet. It is possible to practice following a workflow in as little as 10-15 minute increments. Simply establish a short simple document workflow and follow it. For example, establish a workflow of creating a grocery list. Take 2-3 minutes and write down a rough draft of the grocery list, then establish a review phase where you will take 2-3 minutes and organize your list into categories. Finally establish a finalization phase where you will take 2-3 minutes and organize your list into a final product. Repeat this process on a daily basis and eventually the phases will become second nature and you will find yourself easily moving from one phase to the next without skipping any steps.
Once you have established a clearly defined workflow and practiced it enough that is becomes second nature confusion will begin to become a thing of the past. Each phase will establish the next phase, and you will be able to clearly see the progression of the documents in your life. Instead of revisiting the same document time and time again with no clear direction you will be able to progress with a clear intent. Eventually this established progression will create an established sense of order even in the most cluttered of document filled environments.