Employees guide to Lattice

Setting up

Accept Your Invite and Log into Lattice

Welcome to Lattice! Once an account has been created for you by an admin, you will be notified to register your account and sign in. 

Register 

Once you have been invited, you will receive an email from Lattice to join the team. 

The email will state: 

Join Pickering on Lattice

Pickering uses Lattice to stay aligned and share feedback. Join the rest of your team by accepting the invitation.

Button: Join team

Click the link to Join Team to be taken to the registration page, where you will confirm some basic information.

The registration form includes fields for:

  • Preferred full name
  • Preferred display name
  • Job title
  • Pronouns

Edit Your Lattice Profile

All employees can edit their full name, preferred name, pronouns, phone number, time zone, password, and profile picture. 

Before you start

All other fields not listed above cannot be changed and must be altered by contacting your Admin. (A member of the P&C Team).

Name, Preferred Name, and Job Title are all required fields.

For best results, photos should be between 200x200 pixels and 600x600 pixels.

Edit your profile

Click on your name found at the bottom of the discovery navigation.

Navigate to View profile > Details.

Click on the pencil icon next to the relevant field category.

Edit and click Save changes. 

Change Your Password

Navigate to Account > Manage settings > Account.

Enter your current and new password.

Select Save.

Home Page

The Home page provides a snapshot of where you are today. Here you can see upcoming tasks, updates, or 1:1 meetings. The page also includes quick actions for everyday tasks throughout Lattice. 

To navigate back to the Home page, click on the Lattice logo within the lefthand navigation.

Employees can:

Your profile page

The Profile page gives you a holistic view of your Lattice engagement and personal information. Employees can update their profiles, add a bio visible to all other employees, and view recent reviews, goals, and growth areas in one place.

To navigate to:

  • Your employee profile page: Click on your account name at the bottom of the lefthand navigation. 
  • A colleague's profile page: Click on your company name > Employees > click on the employee name.

Employees can:

Company page

The Company page gives you visibility into public company information providing transparency throughout Pickering. To navigate to the Company page, click on your ‘Pickering’ within the lefthand navigation. 

Employees can: 

Department page

The Department page lists all departments in Lattice. To navigate to the Departments page, navigate to your company name > Departments. 

Employees can: 

  • View department heads
  • View list department members
  • View department members' employee profile

Lattice products

The left-hand discovery navigation panel provides employees with a one-click entry to Lattice tools. 

This includes:

121s

Navigate 1:1 Agendas as a Direct Report

The 1:1s tool allows employees to collaborate on a shared agenda for in-person meetings with your manager or peer. To enter a 1:1 agenda, navigate to 1:1s > Select your manager or peer.

Add talking points

All 1:1 participants can add talking points to an agenda.

  • To add your talking points to the agenda, click +Add talking point, add your item, and click Add. 
  • Apply 1:1 agenda templates with preset talking points you or your account admin have created by clicking Add conversation starter > 1:1 template.
  • If you need inspiration, navigate through and select a Lattice Recommended talking point. To add a recommended talking point, navigate under Recommended for you, shuffle through recommendations, and select Add to agenda.  
  • Use the 1:1 context panel to navigate through your most recent update and growth areas and include them as talking points in your agenda. Your manager will have visibility to a similar context panel with your past events within their agenda.

Additionally, you can complete the following actions:

  • Remove talking points
  • Comment on talking points
  • Add incomplete items from previous 1:1s to the agenda
  • Mark talking points as complete
  • Rearrange talking points

Navigating the 1:1 context panel

The context panel on the left-hand side of the 1:1 agenda includes all of your past activities. Managers can view your activity within the agenda, however, non-managers will only be able to view their own activity. 

  • Active growth areas (if applicable). Selecting View growth plan will take you to your growth area to view your growth areas in greater detail.
  • Active goals. This section lists the goals you are an owner of. Selecting a goal will take you to the goal's details page.
  • Past events. Past events included notes to self you have submitted and your past feedback, past updates, and goals.

The context panel can be hidden by clicking the arrow on its left-hand side. 

During your meeting

Two hours before the 1:1 meeting, both 1:1 participants will get an email outlining what's on the agenda to prepare for the meeting.

During the meeting, you can check off, comment, and add additional talking points. After the meeting concludes, you will receive an email asking to check off which items were discussed, push items that weren't covered to the next meeting, and record any notes. 

Shared and private notes

Notes can be left as both public and private. Your manager and admin can see shared notes. Private notes will only be seen by the person writing the private note. Shared notes sync almost immediately, which means your manager can see what you have written in real-time under the [Employee]'s shared notes section.

Action items

Action items are tasks that should be followed up on before the next meeting. You can add and assign action items to yourself or your manager.

View past 1:1s

You can view past 1:1 agendas with your manager by selecting the calendar icon and choosing a date from the dropdown.

Create Agenda Templates as a Non-Manager

Employees can create customized agenda templates that include talking points they'd like to discuss regularly in their 1:1 relationships. Agenda templates are an organized way to add recurring talking points to your 1:1 meetings.

Before you start

  • Non-managers can create agenda templates in their 1:1s but will not be able to edit an agenda template their manager has created.
  • An employee will only be able to edit the agenda templates that they have created.
  • Only the creator of the template will be able to view the employees the template is shared with; the direct report cannot view who the template is shared with.

Create an agenda template from 1:1 settings

  1. Navigate to People > My profile > 1:1s.
  2. Select Manage templates.
  3. Select Create template.
  4. Fill out the agenda template fields:
    • Name: Title of your template
    • Agenda: Talking points that will be added to 1:1 agendas the template is assigned to
    • Action items: Add any action items that should be visible during each 1:1 meeting
    • Category: Add a category the template should belong to in order to help organize
    • Description: Add a description to explain the purpose of the template
  5. Select Save.

Creating an agenda template within an agenda

  1. Navigate to People > My profile > 1:1s. 
  2. Click into the desired 1:1 relationship.
  3. Within the agenda, select Add conversation starter > 1:1 template.
  4. Find and click Create template card
  5. Fill out the agenda template fields:
    • Name: Title of your template
    • Agenda: Talking points that will be added to 1:1 agendas the template is assigned to
    • Action items: Add any action items that should be visible during each 1:1 meeting
    • Category: Add a category the template should belong to in order to help organize
    • Description: Add a description to explain the purpose of the template
  6. Click Save. 

To assign after creating:

  1. Within the agenda, select Add conversation starter > 1:1 template. 
  2. Find and click Apply on the template card.
  3. Choose to apply the template for either:
    • This 1:1
    • This and all upcoming 1:1s
  4. Click Apply.

Feedback

Use the Feedback Tool

Employees can give, receive, and request feedback from their colleagues using the Feedback tool. To access the Feedback tool, navigate to one of the three Feedback pages in Lattice:

  • Give or request feedback from the Home page: Home > Give and request feedback.
  • For feedback you've received: Feedback > You've received.
  • For feedback your direct reports received: My team > Feedback.
  • For public feedback all users received: Feedback > All feedback.

Give Feedback

Feedback allows employees to give, receive, and store public and private feedback for future reference. Users can select up to ten people to provide public feedback to at one time.

  1. Enter the Feedback modal using one of the following options: 
    • Navigate to Home > Give and request feedback. 
    • Navigate to Feedback > Give feedback. 
  2. Within the Feedback modal, navigate to the Give feedback tab.
  3. Under Who's the feedback about?, add the feedback recipient(s) name.
  4. Choose your share settings. Your visibility share settings may differ depending on your admin's feedback settings.
    • Public: Feedback is visible to everyone
    • Private: Feedback is visible to only the recipient
    • Private + manager: Feedback is only visible to the recipient and their manager 
    • Manager only: Feedback is private and will go directly to an employee's manager
  5. Under What's your feedback?, write your feedback message in the text box.
  6. (Optional) If your admin has set up company values, you can associate a value to the feedback before submitting the feedback under Which values did they embody?

Request Feedback

The Feedback tool makes it easy to give, receive and store feedback for future reference. Users can request feedback from all employees and external stakeholders.

  1. Navigate to Home > Give and request feedback -OR- Home > Feedback.
  2. Within the Feedback tool, navigate to the Request feedback tab.
  3. Under Who do you want to ask for feedback?, select employees at Pickering by name or externally by providing an email address.
  4. Under Who’s the feedback about?, select either who the feedback is associated with. Based on your permission levels you may be able to select from:
  5. Choose your share settings.
    • Manager only: feedback is private and will go directly to an employee's manager
    • Private: feedback is visible to only the recipient
    • Private + manager: feedback is only visible to the recipient and their manager 
  6. Under What do you want feedback on?, write your request for feedback.
  7. (Optional) Under Feedback prompts, add a common feedback question to your request.
    • There is no limit to the number of prompts added.
    • Prompts can be edited once they have been added to the text box.
  8. Select Request private feedback.

Submit a Note to Self

Feedback makes it easy to give, receive and store feedback for future reference. Users can leave a Note to Self about themselves or another user in Lattice. 

Notes are private and only visible to the person who has written the note.

  1. Navigate to Home > Give and request feedback -OR- Feedback > Give feedback > Write private note.
  2. Within the Feedback tool, navigate to the Note to self tab.
  3. Under Who's the note about?, add the name of the user the message is associated with.
  4. Under What do you want to remember for later?, write the message in the text box.
  5. Select Save note.

Updates

Check in with Your Manager Using Updates

Lattice empowers you to update your manager by filling out a few reoccurring questions on a weekly, biweekly, or monthly basis. Before submitting, your manager or admin must first enable Updates.

Navigate to your update

There are two ways you can access your update after enabled by your manager:

  • Within your reminder email, click Share your update. 
  • Within Lattice, navigate to Updates.

Click on a date within the Past column to view previous updates.

Submit your update

Writing your response

To complete your update, write a response to your given questions. All questions are optional. If enabled, select a sentiment score to represent how you are feeling this week. 

Updates autosave your responses as you type so you can come back later to finish. You can confirm your draft is saved ensuring the Draft saved callout appears at the bottom left corner. 

Update visibility.

If enabled by an admin, you will have the option to post your update publicly or privately. Private updates are only visible to you, your manager, and admins. Public updates can be seen within your employee profile by anyone in Pickering. 

Select Public or Private before submitting your update. 

When you're ready to submit, click Share update. Your manager will be able to see and respond to your update.

GOALS

 

Why use Goals?

Employees can better understand how they can impact Pickering and their careers by setting goals. They can also work closely with their managers to better figure out their strengths and weaknesses and objectives they should focus on. 

Create a Goal

  1. Navigate to Home > Create goal > Select Objective. 

Create an objective

  1. Under What do you want to accomplish?, enter an Objective Title.
  2. (Optional) Write a Description.
    • You may optionally write a description to remind yourself and your teammates about some details of the goal.
  3. Add a Parent objective or key result.
    • A parent goal is a way to align your goal with other goals within Pickering. Within the Work toward another goal at the company section, click Choose goal.
    • Search for the parent goal that you want to align your goal to. You can align to both objectives and key results.

Creating the objective: Details

  1. (Optional) Select a Goal Cycle.
    • If an admin has created a goal cycle, you may be asked to select a cycle that this objective falls under. This is a time period in which your goals are being worked on.
  2. Establish a Start date.
    • Select the date the objective is expected to start. This is a required field - You can default to the date of creation by selecting Choose today.
  3. Establish a Due Date.
    • When establishing a due date for the objective, we default to the end of the current quarter or the end of the goal cycle. You may use the date-picker calendar to select another end date in the future.
  4. Select Owners.
    • Most goals created in Lattice are personal goals, owned by one person. However, goals can also be owned by more than one person.
  5. Select the goal Type.
    • Objectives can be for an Individual, a Department, a Group, or the Company. The types of objectives you see will depend upon the permissions your admin has granted you.
  6. Choose Visibility.
    • Objectives can be public (visible to the entire company), private (only visible to you, your manager, their managers), or private to selected departments (only visible to goal owners and members of the departments selected).
  7. Set a goal Priority.
    • You may optionally set a priority for the objective (P1 - P10), which will be displayed next to the goal on certain pages throughout the site. Goals will also be listed in order of priority (P1 first).
  8. Select applicable Tags.
    • Tags are optional but help classify and organize goals. Tags are created by admins. 
  9. (Via the Goal creator) Add Supported goals.
    • When creating an objective, add key results or metrics that impact the overall goal. If you are creating an objective via the Goal Explore Context Panel, you will be prompted to add supporting goals after publishing your objective. 
      • If cascading goals is enabled, you will also be able to add a supporting objective that aligns to your current objective.
      • If cascading goals is disabled, you will only see the option to add a key result.
  10. Publish or Save Draft.
    • Goal drafts are visible to the owners and their managers but are not visible to the rest of Pickering.

Create a Key Result

  1. Under What do you want to accomplish?, enter an Objective Title.
  2. (Optional) Write a Description.
    • You may optionally write a description to remind yourself and your teammates about some details of the goal.
  3. (If cascading goals is enabled) Add a Parent objective or key result.
    • A parent goal (or a cascading goal) is a way to align your goal with other goals within the organization. Within the Work toward another goal at the company section, click Choose goal.
    • Search for the parent goal that you want to align your goal to. You can align to both objectives and key results.
    • Note: Parent goals will only be visible if your admin has enabled cascading coals.
  4. Under How will you measure progress?, decide how you will measure the overall progress of the key result. Metrics can be:
    • Binary: A key result that is definitively complete or incomplete. i.e.: Grow international accounts
    • Number #: A key result that is measured by a numeric measurement. i.e., Hire three new sales representatives
    • Percent %: A key result measured by percentage. i.e., Increase revenue by 20%
    • Dollar $: A key result that is clearly defined by currency. i.e., Sell $200,000 more supplies this quarter

Creating the key result: Details

  1. (Optional) Select a Goal Cycle.
    • If an admin has created a goal cycle, you may be asked to select a cycle that this key result falls under. This is a time period in which your goals are being worked on.
  2. Establish a Start date.
    • Select the date the objective is expected to start. This is a required field - You can default to the date of creation by selecting Choose today.
  3. Establish a Due Date.
    • When establishing a due date for the key result, we default to the end of the current quarter or the end of the goal cycle. You may use the date-picker calendar to select another due date in the future. This due date can differ from the parent objective or key result.
  4. Select Owners.
    • Most goals created in Lattice are personal goals owned by one person. However, goals can also be owned by more than one person.
  5. Select the goal Type.
    • Key results can be for an Individual, a Group, a Department, or the Company. Keep in mind, the types of key results you see will depend upon the permissions your admin has granted you.
  6. Choose Visibility.
    • Key results can be public (visible to all of Pickering), private (only visible to you, your manager, their managers), or private to selected departments (only visible to goal owners and members of the departments selected).
  7. Set a goal Priority.
    • You may optionally set a priority for the objective (P1 - P10), which will be displayed next to the goal on certain pages throughout the site. Goals will also be listed in order of priority (P1 first).
  8. Select applicable Tags.
    • Tags are optional but help classify and organize goals. Tags are created by admins.
  9. (Via the Goal creator) Add Supported goals.
    • When creating an objective, add key results or metrics that impact the overall goal. If you are creating an objective via the Goal Explore Context Panel, you will be prompted to add supporting goals after publishing your objective. 
      • If cascading goals is enabled, you will also be able to add a supporting objective that aligns to your current objective.
      • If cascading goals is disabled, you will only see the option to add a key result.
  10. Publish or Save Draft.

Differences between objectives and key results

Objectives: What you want to achieve (the big goal).

Key Results: How you'll measure if you're achieving it (the steps to success).

This way, Objectives set the direction, and Key Results help you see how well you're doing in reaching that direction.

Objectives:

  • What They Are:
    • Big goals you want to achieve.
  • Characteristics:
    • They are general and inspiring.
    • They show what you want to accomplish overall.
    • They are set for a certain time period, like three months or a year.
  • Example: Make our customers happier.

Key Results:

  • What They Are:
    • Specific steps to measure if you’re reaching your goal.
  • Characteristics:
    • They are specific and measurable.
    • They show exactly what success looks like.
  • Example: Get a customer satisfaction score of 90%.

.

APPRASIAL REVIEW CYCLES

What to Expect as an employee During a Review Cycle

Employees can participate in a review cycle as Reviewees or Reviewers.

  • A reviewee is a person who is being reviewed or receiving a review.
  • A reviewer is a person who has a review to complete. A reviewer will be prompted to complete a review when visiting their profile page.

Employees may be both reviewees and reviewers in the same review cycle, depending on how your review cycle is configured. For example, a self-assessment is considered a review. If someone completes a self-evaluation, they will be both a reviewer and a reviewee.

Review Cycle Information Flows

Pickering’s reviews are based on the hierarchy of the org chart, all the way from who completes the review-to-review visibility. 

Once a review cycle is over, all of the review feedback will be sent to the manager before being shared with the employee.

360 templates Pickering have created are as follows;

  • Self-reflection (to replace PRE-PDR’s) - These will be sent to everyone to complete before their appraisal.
  • Peer reviews
  • Upwards feedback (reports reviewing their managers)  
  • Downwards feedback (managers reviewing direct/indirect reports)

Feeback given at peer review and upwards feedback will be sent directly to the reviewees line manager, not the reviewee.

Nominate Peer Reviewers for Yourself

Reviewees can nominate their own peer reviewers with manager approval. Reviewees can use the steps below to nominate their own peer reviewers.

  1. Click Choose Peer Reviewers from the email notification you receive - OR - click the Select your peer reviewers task from your Lattice Home page.
  2. On the nomination page, enter the names of the peers you would like to nominate. You can only nominate 3 peers.
  3. Click Submit nominations to [approver].

After you submit your nominations, your manager will approve or modify your selection. Once your manager finalizes your nominations, you will no longer be able to edit your selection. 

Edit Your Nominated Peers

During the review cycle peer selection phase, you may have the opportunity to nominate your own peers. During this process, you can make edits to the nominations you selected until your nominations have been approved.

  1. Navigate to Reviews > Select peers for yourself.
  2. Click Edit nominations.
  3. Remove or add peer reviewers and submit your nominations to your manager.

Nominate a Peer Reviewer After Manager Approval

Problem

  • Request to review someone after the manager has already approved the peer nominations.

Resolution

If a request is made to review after the manager has approved nominations, the manager will receive an email notification with a link to approve the self-nominated peer. If they never approve that peer, the peer will not be included in the employee's peer reviewers list. 

In this case, the employee will see an automatic "rejection" next to the name of the peer they chose; however, if the manager takes action on the request and approves it, it will move to "approved". 

Decline a Peer Review

If the ability to decline a peer review has been enabled for a review cycle, reviewers can decline to write a peer review that they have been nominated to complete.

The reviewee's manager will receive an email notifying the review has been declined.

  1. Navigate to Reviews > Complete reviews. 
  2. Within the review cycle, navigate to Write reviews > Peers. 
  3. Select the peer reviewee. 
  4. At the bottom of the review, click Decline writing this Peer Review

Complete a Performance Review

  1. Navigate to the Home page and select the Write reviews for [profile] Home page task. -OR- Navigate to Reviews > Complete reviews.
  2. The lefthand review panel will list the reviews you need to complete –– Select the desired review.
  3. Add your responses and select Submit.
  4. Continue to your next assigned review cycle using one of the following steps:
    • Click Next Review within the blue banner
    • Click on the name of the reviewee within the lefthand panel
  5. Once all assigned reviews are completed, you will see a celebration message ––– Click Close reviews to leave the review cycle.

When does my review become visible to others?

  • Who can see my review after submitting it?

Resolution

  • Review results are never auto-shared once they are submitted.
  • Admins can view all reviews as soon as they have been submitted. Admins can view review drafts during impersonation.

Review cycle deliverables

  • Self Reviews are visible to managers as soon as the direct reports submit their self-review if the Review visibility option Managers can see reviews as they're submitted has been enabled.
  • Peer Reviews are visible to the reviewee's manager once the peer has submitted them if the Review visibility option Managers can see reviews as they're submitted has been enabled.
  • Upward Reviews are visible as soon as either the packet sharer, typically the manager's manager or admin, shares the reviews with the manager. The manager will only have visibility into what a direct report has written for the upward review if those responses are shared with them.
  • Downward Reviews are visible to the direct reports when the reviewee's manager shares the reviews with them. The direct report will only have visibility as soon as they have confirmed the receipt of the packet. 

The visibility available to reviewers depends on the Review Cycle Deliverables set by the admin. Reach out to the P&C team if you have any specific questions about what will be visible to you in your review cycle 

Request to Reopen Your Review

Before you start

  • A reviewer can request a review to be reopened at any time except when a calibration session is active, once the cycle has ended or after the review has been shared with the recipient.
  • If reopened, your previously submitted review will remain visible to managers and peers until you resubmit your changes. 

Request to reopen a review

  1. Navigate to Reviews. 
  2. Next to your review, click Perform reviews. 
  3. Within the cycle, navigate to the desired review. 
  4. Click Request to reopen. 
  5. Select why you would like to reopen the review within the Add a reason dropdown.
  6. Click Confirm.

Once your request is sent, an admin will review and approve or deny the request. An email will be sent notifying you whether your review has been reopened.

Request approved

If an admin has approved your request, your review will be reopened and your manager will be notified. 

If peers and managers have visibility into submitted reviews during the cycle, a badge stating This review is being edited and may change will be placed on the review card within the context panel.

Once the review is resubmitted, the badge will state This review has been edited and resubmitted. Your manager will be notified.  

How Can I Edit My Review?

Question

When and how can I edit my review during a review cycle?

Answer

Reviews will be editable at any time while your review is still open and has not been submitted yet. To edit an unsubmitted review:

  1. Within the Home page, select the Write reviews for task. 
  2. (Optional) If you are a manager, ensure you are in the review's Your reviews option. 
  3. Within the Write reviews section, click on the desired review. 
  4. Make the necessary edits and click Submit [reviewee]'s review.

Upon submitting, you will be prompted with a message letting you know that the review will lock.

Once you have submitted your review or your review cycle is ended (such as if the cycle has closed), you must request to reopen the review. An admin can approve or deny your request.

Find My Reopened Review

Problem

  • My review has been reopened but I can't find where to write it.
  • I'm looking at my direct reports on the Share tab but I cannot see where to write/edit my reopened review.

Resolution

  1. To find a reopened review:
    1. Navigate to Reviews > Complete reviews.
    2. Select Your Reviews on the left-hand dropdown > Write Reviews. 
    3. Under the Write Reviews section, select the name of the reviewee to resubmit their review.