A kinder way to say “be more proactive”
Why it can fall flat
“be more proactive”
It leaves out which actions you want earlier, so “be more proactive” reads as a personal criticism and the listener can't tell what to change. Usually you want specific things started, flagged or owned sooner without being asked.
Say this instead
- 01
When you spot a problem, please bring it to me with a suggested fix, even a rough one. I'd rather hear early than late.
Someone you manage · Chat
Use this when someone waits until things go wrong, since it names the habit you want and makes early updates feel safe.
- 02
Going forward, I'd like you to own the weekly status update without waiting for me to ask. Can you take that on from next Monday?
Someone you manage · Email
Choose this when you want ownership of one clear task, because it gives a specific job and a start date.
- 03
Could you flag blockers in the team channel as soon as you notice them? It would help me plan my side of the work.
Coworker · Chat
Peers respond well here because you ask for one concrete action and explain how it helps you.
- 04
It would help me plan if you could share priority changes earlier. Could we set up a short weekly check-in to go over what's coming?
Boss · Email
Sending this upward keeps the focus on your planning needs and proposes a simple routine instead of pointing at a fault.
- 05
To keep the launch on track, could you send the approvals by Thursday? If we haven't received them by then, we'll need to move the date.
Client · Email
Clients who are delaying the schedule get a deadline and a clear reason here, with no blame attached.
- 06
Hi Emerson, I'd like you to take the lead on the vendor follow-ups this week. Update me once they're done; no need to check with me first.
Someone you manage · SMS
Handing off a task quickly is easy with this one, since it says exactly what to own and that no permission is needed.
- 07
Could you send me an update on this role by Friday, even if there's nothing new? Knowing the status helps me plan my other interviews.
Recruiter / HR · Email
When you're waiting on news, this asks for regular updates and gives a practical reason for them.
Examples
Hi Jessica, Thanks for the great work on the onboarding deck. For the next project, I'd like you to draft the timeline and share it with me before our kickoff, instead of waiting for me to ask. If something looks unclear or at risk, please flag it as soon as you see it, even if you don't have a fix yet. Happy to talk through any of this on Wednesday. Best, Gabriel
Hi Arjun, when you notice something is slipping on the release, could you post it in the channel right away? Even a quick heads-up helps us sort it out sooner.
What to avoid
- Saying it with no example, when you could name the situation where you wanted earlier action.
- Comparing the person with a colleague turns a work request into a rivalry.
- Using it as a label for someone's personality, instead of describing a behavior you'd like to see, tends to feel personal.
- Expecting initiative without saying which decisions they can make on their own leaves people guessing.
- Waiting until review time to raise it means the moment has passed, so say it soon after it happens.