Summary: The VILTA Communication Project

Goal: Help members easily understand activities and feel comfortable participating.

Result: Fewer repeated enquiries, smoother coordination, and increased participation confidence.

In 2018*, Reeya began working with the Victoria Indonesian Language Teachers Association (VILTA), a community organisation supporting teachers, students and volunteers. The organisation was active and valued, yet many members — especially newcomers — felt uncertain about how to get involved.

Pic: Indonesian Language Model UNITED NATIONS (UN) event for students at the Treasury Theatre, 1 MacArthur Street, Lower Plaza, East Melbourne.

The Challenge

The "Hidden" Barriers

VILTA’s updates were shared across email chains and informal channels. Information existed, but there was no clear place to look, and wording varied between announcements. Long-term members relied on familiarity. New members relied on guesswork.

Reeya recognised the issue was not awareness.

People wanted to participate, but they were unsure they had understood the instructions correctly.

Volunteers received frequent emails asking simple questions about schedules, requirements and registration. Many participants preferred to ask privately rather than risk doing something incorrectly.

Participants were not disengaged — they were cautious. This created a cycle: volunteers repeated explanations, new members hesitated, participation depended on knowing the right person to contact

The problem was not marketing. It was reassurance.

The Approach

Clarity and Predictability

While caring for a newborn 👶, Reeya steadily rebuilt how information was communicated, focusing on clarity rather than promotion.

Her Mind Mapping for The New Website

Reeya's mind map demonstrates a successful and comprehensive brainstorming effort for the VILTA.ORG.AU website. Her plan effectively outlines key functionalities, neatly categorised into Membership, Admin, and Public sections, while also clearly defining the expected outcome.

The mind map highlights Reeya's strong understanding of various aspects: user needs (like membership management and information access), administrative requirements (including content management, website maintenance, and a database for internal office affairs), and the dissemination of public-facing information (such as organisational details, news, and opportunities). Through this plan, Reeya successfully created a website that is modern, informative, adaptable to various needs, user-friendly, and responsive across different devices.

*) Please note: VILTA's website design has evolved since Reeya's last involvement in 2023. Although the visual presentation has been modified, the underlying functional structure she established is still in place.

The Outcome

From Hesitation to Participation

The results of Reeya’s strategic overhaul were gradual but noticeable. By treating communication as a support service rather than just promotion, Reeya proved that clear, reassuring information is the key to a truly inclusive community.

Reeya didn't just build a website; she built a bridge that allowed every member to participate with ease.

The project showed that participation problems were not caused by lack of interest, but by uncertainty. Clear and reassuring communication allowed people to take part confidently.

Sample of Marketing Peripherals

This work experience represents hours of Reeya's research and design thinking. Do you have any insights to share?

Let's collaborate!

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