Published October 22, 2026
Absence data is often used to identify individuals. A better use is to identify patterns in the work: a shift with no cover, a schedule that changes late, a safety issue that nobody reported, or a manager who does not approve leave in time.
Record the Basic Facts
Record the date, the shift, the reason category where available, the notice given, and the coverage arrangement. Do not record medical details.
Look at the Distribution
Review absence by team, shift, day, and season. A cluster on one shift usually points to a scheduling or workload issue rather than a group of unreliable people.
Separate Categories
Separate approved leave, unplanned absence, lateness, and no-show. Combining them hides the cause and makes the numbers unusable.
Ask Before Acting
When a pattern appears, ask the supervisor and the team what changed. Record the answer and the proposed fix.
Handle the Common Situations
An individual has repeated absences. Follow the attendance policy and route the conversation to the manager and HR. Do not use this review to diagnose.
A shift has chronic gaps. Review the schedule and the cover arrangement before adding pressure.
A safety issue is raised. Route it through the safety process and record the action.
Review Quarterly
Report the patterns and the changes made. Keep the analysis at the team level unless the policy requires individual review.
For leave and workplace context, see the U.S. Department of Labor.