How to be more productive as an online coach: Open vs Closed To-do List

The Open vs. Closed To-Do List:

When you're juggling too many things at once, it can feel like you’re constantly flitting between tasks without making real progress.

You wake up, see a massive to-do list, and end up bouncing around from task to task.

The solution?

Use an open and a closed to-do list.

Oliver Burkeman introduces this idea in his book, and it can help you stay on track and focus on what really matters.

This is the daily implementation of Jonny’s core lesson: ‘pick a thing and take it seriously’:

Open To-Do List

Your open to-do list is where everything goes. This is your inbox for all the tasks, ideas, and random to-dos that pop up. There’s no limit, and you can throw as many items on here as you like. It’s where everything lands before it gets sorted.

Closed To-Do List

The closed to-do list is your focus list.

This is where you hand-pick a few critical tasks from your open list that you are actually going to do. The rule here is to keep it limited — no more than five tasks.

These are the big needle movers that will make the most difference. This list is private and just for you.

No one else has access to it, and it helps you stay committed to what you know you need to get done.

Benefits:

- ↓ Overwhelm: When you start your day, you only see the few key tasks you’ve chosen, not the entire open list. This can make a massive to-do list feel more manageable.
- Laser focus: You’re forced to decide what really matters and what can wait. It’s easy to get lost in busy work, but a closed list keeps you focused on the highest-value tasks.
- Accountability: With only a handful of tasks on your closed list, you’re less likely to overcommit and more likely to follow through.

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How to Implement

Step 1: Create Your Open List

Use an app like TickTick, or even just a piece of paper, to capture everything that comes to mind. This can be as long as you need it to be. Set up a keyboard shortcut (e.g., Command + Shift + T) to quickly add tasks to this list whenever they come up.

Step 2: Curate Your Closed List Daily

Each morning, go through your open list and pick out the 3-5 tasks that you will commit to completing today.

These should be the tasks that will have the biggest impact or move you closest to your goals. Once you’ve chosen them, add them to your closed list.

Step 3: Keep the Closed List Visible

When you’re working, it’s easy to get distracted or switch mental gears.

Use sticky notes — either physical ones or digital ones in your task manager — to keep your closed list in sight.

You can pin them to your desktop so they’re always in front of you, acting as a visual reminder of what you’re supposed to be doing. That way, even if you find yourself drifting, you can quickly re-focus.

Why This Works

This strategy is effective because it leverages visual cues and deliberate prioritisation.

By keeping your closed list limited and visible, you’re less likely to get distracted or overwhelmed. Instead, you can keep the main thing the main thing, ensuring that every day, you’re making deliberate progress.

Conclusion

It sounds simple, but that’s the beauty of it. How many of us actually take the time to pick out just a few tasks and commit to them each day?

Try it. You’ll stay more focused, avoid overloading yourself, and make more meaningful progress each day.