Are You Searching Online the Wrong Way?
Jennifer Stewart is a Technology and Productivity Trainer and owner of Gateway Productivity, known for patiently helping clients overcome technology frustration and work more efficiently. She has trained individuals and businesses since 2011 and creates accessible learning content through her “Tuesday Tech Training” video series on YouTube.
Most of us search online dozens of times a day without giving much thought to how we search. We type a few keywords into Google, skim the first few results, and hope the answer appears somewhere near the top.
Sometimes it does. But sometimes we spend far more time digging through irrelevant pages, comparing conflicting information, or rephrasing the same question repeatedly.
The reality is that search engines have become incredibly powerful, but most people are using only a fraction of their capabilities. Simple adjustments to how you search can dramatically improve the quality of the information you find while reducing the time you spend looking for it.
Considering that Google processes approximately 16.4 billion searches every day, search has become one of the most common ways people learn, research, solve problems, and make decisions.
The good news? You don't need to become an SEO expert or a technology professional to search more effectively. Small changes often produce surprisingly large results.
Search engines are smarter than ever
Search engines have evolved far beyond simple keyword matching. Modern search platforms use artificial intelligence, context, location, search history, and intent signals to determine what information is most relevant.
Google reports that approximately 15% of daily searches are completely new queries that have never been searched before, demonstrating just how diverse and constantly changing search behavior has become.
Yet many people still search using a single broad term such as:
Budget
Taxes
Excel
Passwords
A better approach is to think of the search engine as a research assistant rather than a directory.
Instead of searching “Excel,” try “Excel formula to calculate percentage increase between two numbers.” Instead of searching “passwords,” try “How to create memorable secure passphrases for work accounts.”
The more specific your request, the more specific your results become.
Stop searching with single keywords
One of the biggest mistakes people make is assuming shorter searches produce better results. Actually, longer and more detailed searches often lead to better answers because they provide context.
Research from Backlinko's user behavior study found that only 15% of users modify their search terms after the initial search, suggesting that many users accept early results rather than refining their searches for better information.
If the first search doesn't deliver what you need, don't keep scrolling endlessly. Refine the search.
For example, instead of “Teams,” try “Microsoft Teams meeting recording storage location.” Instead of “productivity,” try “Ways to reduce distractions while working from home.”
A few extra words upfront can eliminate pages of irrelevant results.
Use quotation marks when precision matters
Search engines typically look for pages containing all or most of your keywords. However, there are times when you need an exact phrase. That's where quotation marks become extremely helpful.
Searching: project charter template will return pages containing those words in various combinations. Searching: "project charter template" tells the search engine to find that exact phrase.
This technique can be especially useful when searching for:
Exact quotes
Error messages
Product names
Policy titles
Document names
Song titles
Research papers
When precision matters, quotation marks can dramatically reduce irrelevant results.
Search within a specific website
Sometimes you trust a source but struggle to find information within it. Instead of navigating multiple menus, use the site: operator. This tells the search engine to only return results from that specific website.
For example:
site:microsoft.com Outlook focused inbox
site:brainzmagazine.com productivity
It's often faster than using the website's own search functionality.
Verify before you trust
Finding information is easy. Finding accurate information requires more effort. Not every search result is equally reliable.
When researching important topics, look for:
Government websites (.gov)
Educational institutions (.edu)
Official company documentation
Professional associations
Peer-reviewed research
Recognized industry experts
Cross-checking information across multiple credible sources helps reduce the risk of relying on outdated or inaccurate content. This has become increasingly important as AI-generated content becomes more common across the web.
A useful question to ask is: Who published this information, and why should I trust it? That simple habit can improve the quality of your research significantly.
Use advanced search operators
Most people never move beyond basic searches, yet a few search operators can save enormous amounts of time.
Some of the most useful include:
site: Search a specific website.
Example: site:support.microsoft.com Copilot prompts
filetype: Find specific document formats.
Example: cybersecurity awareness filetype:pdf
minus sign (-): Exclude unwanted topics.
Example: jaguar -car (This helps when you're searching for the animal rather than the vehicle brand.)
OR: Search for multiple possibilities.
Example: remote work OR hybrid work productivity
These simple operators can make searches dramatically more targeted.
Don't stop at the first result
Research consistently shows that users heavily favor the top search results.
Studies examining search behavior have found that the top-ranking search results receive a significantly larger share of clicks than lower positions. That doesn't necessarily mean the first result is the best answer.
Sometimes:
The second or third result is more current.
A government source appears lower on the page.
An official support article offers a clearer explanation.
A niche expert provides deeper insights.
Good researchers compare sources before drawing conclusions.
Use AI and search together
A growing number of people now use both traditional search engines and AI tools when researching information. The most effective approach is often combining the strengths of both.
Use AI to:
Brainstorm ideas
Summarize concepts
Generate questions
Explain unfamiliar topics
Use traditional search to:
Verify facts
Access official sources
Review documentation
Confirm statistics
Locate original research
Think of AI as a helpful guide, not the final authority. The strongest research habits combine multiple sources, perspectives, and verification methods.
Search smarter, not longer
Effective searching isn't about knowing secret tricks. It's about being intentional.
The best searchers:
Use specific language.
Refine searches when needed.
Verify information before trusting it.
Compare multiple sources.
Take advantage of simple search operators.
Focus on quality rather than quantity.
A few extra seconds spent creating a better search query can save minutes or even hours of frustration.
Take the next step
The next time you're tempted to type a single word into a search engine and hope for the best, pause and ask yourself: "What am I really trying to find?" Then search for that instead.
Minor changes in how you search can improve the quality of the information you consume, the decisions you make, and the time you spend online.
If your team is struggling with information overload, digital organization, or productivity challenges, consider a productivity consultation to learn practical strategies for finding, organizing, and using information more effectively. The best search result isn't always the first one you find; it's the one that helps you move forward with confidence.
Read more from Jennifer Stewart
Jennifer Stewart, Technology & Productivity Trainer
Jennifer Stewart is a Technology and Productivity Trainer, and the owner of Gateway Productivity, dedicated to helping individuals and businesses reduce overwhelm and work more efficiently with their digital tools. Since 2011, she has empowered clients to overcome technology frustration through clear, patient, and practical training that creates real “lightbulb” moments. Jennifer is a recognized industry leader, an active member of the National Association of Productivity and Organizing Professionals (NAPO), and a national speaker who brings both expertise and approachability to every session. Through her popular “Tuesday Tech Training” video series on YouTube, she continues to make technology simple, accessible, and even enjoyable.
