Forget icebreakers—this 5-step process builds real team trust

Building trust and forming meaningful relationships within teams can be a daunting task for leaders, especially when time is limited. Through our research, we identified a streamlined approach that Generators—the type of leader that people want to work for, known for creating strong, collaborative environments—use to foster relationships quickly. We call it the SWIFT process, an acronym that guides leaders in cultivating meaningful connections.

The SWIFT process entails:

• Setting aside time for relationship-building sprints
• Welcoming others warmly
• Intentionally inquiring about others’ lives
• Following up with thoughtful questions
• Taking time to self-reflect for improvement

By incorporating these steps, leaders can build stronger connections with their teams, reduce misunderstandings, and create an environment where collaboration thrives.

Why the SWIFT process matters

Building trust isn’t just a leadership buzzword—it’s foundational to productivity and job satisfaction. Reflect on your first week at a new job. The uncertainty about whether your boss would judge your questions or understand your values likely made you cautious about opening up. Now, imagine if your leader had proactively spent time with you, shared about themselves, and sought to understand your perspective. That effort would have made you feel more confident and secure, enabling you to ramp up more quickly in your role.

This proactive approach to relationship-building isn’t merely about niceties—it has a tangible impact on performance. Employees who feel a sense of psychological safety are not only more comfortable asking questions but also more inclined to share their ideas and collaborate effectively.

Reducing misconceptions

One of the most immediate benefits of the SWIFT process is its ability to mitigate misconceptions. People naturally make quick judgments based on limited information, often influenced by stereotypes. While these cognitive shortcuts can be helpful for categorizing objects (like recognizing a chair, even if it looks unfamiliar), they are far less effective—and often harmful—when applied to people.

Consider this: A team member might unconsciously associate you with a previous boss who resembled you physically or had a similar demeanor. These snap judgments, fueled by a lack of individuating information, can distort perceptions of trustworthiness and intent.

The SWIFT process addresses this by promoting deeper interactions early on. Sharing your intentions, values, and actions allows team members to see you as an individual rather than a stereotype. Similarly, by getting to know your team, you can suspend your own biases, fostering an atmosphere of mutual respect and understanding.

Reducing miscommunication

The SWIFT process also tackles a common leadership challenge: miscommunication. This issue is particularly pronounced in global and remote teams, where nonverbal cues are often absent. For example, have you ever received an email that came across as curt or confusing, only to later realize the sender’s tone or intent was different than what you assumed?

By taking the time to understand your colleagues’ communication styles, you can better interpret their messages and help align their tone with their intentions. This preemptive investment in relationship-building pays dividends by reducing misunderstandings and enabling smoother collaboration.

Strengthening norms and minimizing conflict

Stronger relationships also help prevent conflicts caused by perceived norm violations. When team members know and trust each other, they are more likely to give one another the benefit of the doubt. For instance, if someone misses a deadline, a colleague who understands their usual reliability is more likely to assume an extenuating circumstance rather than laziness or carelessness.

Teams that invest in relationship-building create a culture of open communication and mutual support. This leads to constructive conversations about misunderstandings rather than divisive conflicts.

The science of quick connections

The good news is that building trust doesn’t have to be a slow, arduous process. Research by Oliver Schilke and Laura Huang demonstrates that even brief, intentional conversations can significantly improve judgments of trustworthiness.

Their experiments showed that participants who engaged in a short verbal exchange—whether over the phone or in person—were better able to assess their partner’s intentions and behavior during trust-based tasks. The key lies in the exchange of perspectives: even minimal interaction helps individuals see situations through another’s eyes.

This insight underscores the value of incorporating the SWIFT process into leadership practices. By dedicating even small amounts of time to meaningful conversations, leaders can foster trust, understanding, and collaboration more quickly than they might expect.

Actionable steps to implement SWIFT

The SWIFT process isn’t just a theoretical framework—it’s a practical tool that leaders can apply immediately. Here’s how to bring it to life:

1. Set relationship-building goals: Block time in your calendar for regular check-ins with team members, especially those new to the team.
2. Create a warm welcome: Begin each interaction with a genuine smile, a kind word, or a gesture that shows you value the person’s presence.
3. Ask intentional questions: Go beyond surface-level inquiries. For instance, instead of asking, “How’s work?” try, “What’s been most exciting or challenging for you recently?”
4. Follow up thoughtfully: Demonstrate that you listened by referencing previous conversations. For example, if a colleague mentioned a hobby or family event, ask how it went.
5. Reflect and improve: After each interaction, consider what went well and what could be enhanced. Did you make the other person feel heard and valued? Are there ways you can deepen the connection next time?

Why SWIFT leadership works

Building relationships swiftly isn’t just a “nice-to-have” skill—it’s a critical component of effective leadership. By investing time in understanding your team and sharing about yourself, you foster an environment where trust can thrive.

The benefits are clear: Employees who trust their leaders are more engaged, productive, and willing to collaborate. Teams with strong relationships experience fewer misunderstandings and conflicts. And leaders who embrace the SWIFT process position themselves as approachable, empathetic, and capable of driving their teams toward success.

Whether you’re managing a team of two or 200, the SWIFT process is your roadmap to building trust, minimizing conflict, and cultivating a culture of connection. As you apply these steps, you’ll not only strengthen your team’s dynamics but also unlock their full potential.

Adapted with permission from the publisher, Wiley, from Leading for Wellness by Patricia Grabarek and Katina Sawyer. Copyright © 2025 by Patricia Grabarek and Katina Sawyer. All rights reserved. This book is available wherever books and eBooks are sold.