Itinerant Teacher Issues

As an the team leader for an itinerant team there is a huge challenge to find the time to meet with my team on a regular basis. How can I realistically keep up to speed with all the challenges and issues my team are facing when I get one afternoon a week with them? Often one or two weeks will go by with interruptions to the collegial time due to management meetings or centre-wide events., causing a greater gap in collaboration.

As a team I have initiated several solutions for this problem:

1. Google shared documents - appraisal process is conducted on a real time, shared doc that both appraiser and appraisee can add to and discuss over an extended period. Its like having an appraisal meeting that is staggered over time. From team feedback, this sytem both works and provides an easy link back to previously discussed ideas and expectations.
2. Google Hangouts - an easy way to visually and orally catch up regardless of distance. Hangouts allows shared documents and screen-sharing so that it is almost as good as 1-1 meeting time. 
3. What'sapp via smart phones - real time conversation staggered like a walkie talkie (vocal messages) which all my team now uses to have ongoing professional discussions with me without the need to have a face to face meeting.